NVQ Web

This is one of a series of articles available at www.nvqweb.com that aim to develop understanding of NVQs and their assessment.

In this  article we take look at NVQ portfolio’s and some practical tips for keeping them organised.

This is a difficult area to advise on as each NVQ Assessment Centre can have very different documentation and guidance on how to lay out a portfolio. Even the term portfolio can be a little misleading. In fact some centres will not use a paperbased portfolio at all. Increasingly assessment records may be electronic and found on a laptop or the internet: Evidence might be located in the workplace or come in alternative forms such as audio tapes.

For the purposes of this article the term ‘portolio’ is used to refer to the collection of 'assessment records' that are used by the candidate and assessor to complete NVQ Assessment.

Purpose of an NVQ portfolio

The portfolio is a tool that allows the candidate and the assessor to plan, review and document the assessment required to meet the requirements of an NVQ unit or whole award.

In addition the assessment records within the portfolio provides an audit trail that show you and others:
* how you can carry out your job to the required standard and that you can apply the relevant knowledge.
* how evidence assessed meets the requirements and criteria specified in the NVQ units being assessed.
* Shows your assessor judgements.
* Shows that candidate support, assessment and verification meet quality assurance requirements of your assessment centre and regulatory bodies.

What a portfolio is not

From past experience some people may have strong preconceptions on what an NVQ portfolio contains. At this point it is useful just to question some common assumptions.

• Portfolios are not necessarily folders containing lots of evidence produced from writing and photocopying.
• A portfolio is not a collection of learning resources, photocopied policies or course handouts Your NVQ portfolio should only contain assessment records or evidence that can be assessed. This can include learning resources where you have actually carried out some work using the materials. If you are collecting a lot of resources and learning materials during your course it can be a good idea to keep these in a separate place.

Roles and responsibilities

Organising and referencing a portfolio is normally something that is led by the assessor (or centre) and done jointly with the candidate. A partnership should be agreed that takes into account the ability of each individual candidate. For example take a candidate at level 2 on their first NVQ, here the assessor might take full responsibility for laying out, maintaining and referencing the portfolio. Alternatively for a candidate who has the experience and confidence to manage their own portfolio, the assessor might just make checks to ensure that it meets centre requirements.

Note that organising and referencing a portfolio is not normally part of the competence being assessed in the NVQ units. A candidate should not be disadvantaged by being asked to carry out a task that will obstruct their ability to complete their award.

The NVQ Assessment Centre has to ensure that the portfolio meets the requirements for successful verification and certification. To achieve this they will have policies and quality assurance requirements on the layout, documentation and referencing of portfolios. Assessors and candidate must ensure that they are following these requirements and using the right documentation.

All parties have a role to play in keeping portfolios safe and secure. Portfolios should be stored securely. There should be a tracking system such as reciepts in place if they are taken away from the candidate. Also portfolios should not be used to keep personal or confidential information.

Portfolios are the property of the candidate but the centre may need to maintain copies of assessment records or request the portfolio where this is required to meet regulatory requirements.

Portfolio Layout

Often the contents and layout of a portfolio is built up over time. As the programme progesses and the content develops the layout becomes more obvious. There are exceptions to this, for example an electronic portfolio on a laptop or internet is mostly complete right from the start.

Regardless of what documentation is used or how the portfolio is presented, as the portfolio takes shape you should be able to recognise the following sections and contents.

Background information

* Personal description. This may be in the form of a personal profile or a curriculum vitea (CV).
* Job description. A person explanation of your job role or an actual job description.
* Description of clients and setting. A personal explanation or a brochure or leaflet.

All of the above help people looking at the assessment records to understand the context and content of the evidence and the assessors judgements. For example two different candidates working in different job roles and setting can have totally different answers to the same questions.

Programme records

All or some of the following records may be used for administration amd management of your programme. They show that the necessary preparation and administration has taken place. There is a lot of variation here according to different types of provision and funding. Sometimes some of these records will stored elsewhere.

Initial assessment, skills analysis, enrolment forms, learning agreements and or contracts, induction, action planning review for the programme, assessment agreements and or contracts.

Assessment records

For the day to day activity this is where it all happens and this section is most relevant to new candidates. Again how these records are named and organised can vary tremendously but you should recognise the different elements.

* Assessment planning records.
This is where you and the assessor will record agreements on the evidence to be collected. This may include what evidence is needed and arrangements for collecting this evidence, for example date and time of observation by the assessor. In addition this may record consideration of issues such as special assessment needs, need for consent, need to discuss evidence with other parties and candidate awareness of complaints/appeals policies.

As you progress through the NVQ you may have additional plans and/or the original plans may be updated.

* Assessment review and feedback record
As you progress through your NVQ you and your assessor will discuss with the evidence being collected, what it covers and what other evidence is needed. They may also feedback on areas of development and assessment issues.

* The NVQ Units (National Occupational Standards).
The actual NVQ units that you are being assessed against will often be kept in the portfolio. This make it easier for you and your assessor to refer to them as needed.

* Evidence records.
As you and your assessor collect evidence there is a need to document what evidence has been collected, what method was used. This will include what, who, where and when.

The record may be evidence in its own right, for example an report of an observation or questioning. Alternatively the record might signpost a location of evidence outside of the portfolio, for example where a letter was used as evidence, the evidence record might identify where the original letter can be found in the workplace. This may also include signposting to audio/video tapes, evidence from previous learning etc.

These asessment records will be indexed and referenced to the NVQ units to show what criteria they have covered. The assessor may need to add additional explanation on how they have made their judgments.

In most centres all evidence records must be signed and dated by both assessor and candidate

* Matrix/tracking or referencing records
These records are used to show how the evidence links to the specific criteria within each particular Unit and Element of the NVQ.

As evidence is collected and referenced it then can be indexed onto these records. Normally several pieces of evidence will be needed to cover any one unit. The tracking record will show what has been covered and what is still needed to complete the unit.

Note that some centres actually track by recording the location of evidence directly onto the NVQ Units themselves and do not use a tracking record.

Other records that you may find include:

* front sheet containing name, award etc.

* Witness information.

Where evidence has come from a witness (statement of others) your portfolio will need to include details on the witness such as name, relationship, job role, contact details.

* Unit or award summary sheets
There may be a record of what units have been assessed and verified. This may be at unit level or a summary for the whole award.

* Statement of authenticity
Somewhere in the records there will be a place where the candidate will sign to state that work produced for the NVQ is their own work.[/list]

Tips on organising portfolios

At the start it can be very difficult to understand what is expected and how things are organised. Be confident that this will come in time and work closely with your assessor for guidance and support.

If you can, ask to look at a portfolio or record of assessment of a candidate who has completed their award. It is much easier to make sense of a NVQ portfolio when it is at this stage.

Ensure that nothing goes into a portfolio that could break confidentiality. Sensitive workplace documents shold be looked in situ and not photocopied. Crossing out of names is not suffient and content may still identify a person.

The following are some personal tips that you might find handy if you are using a traditional paper based approach. Please note these are based on my own personal preference and experience and are not 'official guidance'. Do ensure you follow the guidance from your assessor and centre.

Evidence records need to be numbered. This allows them to be refered to by the tracking system. The simplest method is to keep your evidence in one section regardless of unit or method. Number each piece of evidence as it is produced and put into your portfolio.

Number each piece of evidence rather than each individual page. Where evidence is several pages long just staple it together.

There is no need to photocopy evidence when used for more that one unit. This adds to the paperwork and is open to abuse. Instead refer to the location and or number of the orginial record.

Personal preference here, but my view is that plastic pockets are unnecessary. They add to the size of the portfolio and each time you want to write on a document you have to take the document out and remember to put it back. The same happens where a assessor or verifier wants to look at a multipage record. Just hole punch and insert the document.

Try using indexing labels. A little like post it notes ('Post it' actually sell them) these can be bought from any stationers, are very colourful and can be used to index individual sections and pieces of evidence. Very effective and simple.

In conclusion

• Portfolios and assessment records come in many different shapes and sizes but all have the same requirements and elements.
• It is essential to follow your own NVQ Assessment Centre Policy on portfolios and recording.
• Building and organising a portfolio is a partnership between candidate and their assessor or Centre.
• Whilst at the start the portfolio might seem difficult, be patient and work closely with your assessor. As the programme developments it does make a lot more sense.

Copyright TMS NVQ Support Services 2008. All materials published within www.nvqweb.com, unless stated otherwise, are protected by international trademark and copyright laws and must only be used for personal, non-commercial purposes only. NVQweb PLUS Coordinator and Corporate members have permission to use and edit NVQweb materials for use within their own organisation.