Collection of assessment evidence by a workplace supervisor

By April 3, 2018RTO Info
Assessment collection

Collection of assessment evidence by a third party workplace supervisor, how do we achieve? 

Collection of evidence by a workplace supervsior

To inform a judgement about whether a learner has achieved competency, a registered training organisation (RTO) must gather a range of evidence of the learner’s competence. In some cases, an assessor from The RTO cannot directly gather all the required evidence that supports a competency judgement. In these cases, the evidence may be gathered or reported by other people. This type of evidence is categorised as supplementary/supporting evidence gathered and provided by a supervisor in the learners workplace.

This can be an onerous responsibility from a workplace supervisors point of view, therefore the RTO should take effective measures to ensure the third party affecting this process is aware of their roles and responsibilities in the process.

We can talk to you about the rules of evidence and the principles of assessment until the cows come home but really what is it that you require to consider when establishing evidence gathering from another party, workplace supervisor or such.  The following provides a guide to follow to ensure you may have a more reliable approach to your evidence gathering requirements from another party.

What to consider when using evidence collected by other parties

  • Firstly your RTO should first determine that it is appropriate to involve another party in the collection of evidence.
  • Selecting the best person to collect the evidence. The appropriate person to observe or report on the performance of the learner is someone who is in a position to make a valid comment on the learner’s performance, for example, a workplace supervisor/manager. An effective face to face screening process may be considered at this point. (Work on a minimum of 3 years industry experience).
  • Verifying the other party’s industry skills, vocational competence and qualifications. This can be completed via the face to face screening process.
  • Providing quality materials for the collection of evidence. Develop an extensive assessment instrument that includes a judgement tool and bench marking requirements.
  • Providing the other party with a comprehensive agreement outlining the roles and responsibilities in the evidence gathering process. This includes providing clear guidance and instructions on who, what, where, when and how the evidence should be collected. eg A structured supervisor report and observation checklist.
  • Providing the other party with the appropriate training package information. Units of competency and modules describe work outcomes. Each of these units/modules describes, a specific work activity, the conditions under which this work activity is conducted, and the evidence that may/must be gathered in order to determine whether the activity is being performed in a competent manner. This is a vital component for the other party to understand as Training package information is written to guide assessors and the language is sometimes complex. Therefore, the behaviours and/or knowledge that the other party is being asked to collect evidence in must be ‘interpreted’.
  • Setting authenticity requirements. The other party should be advised that the setting of requirements for assessors to confirm that evidence is the candidate’s own work. Where another party is involved in the collection of evidence, there should be instructions for assessors on how to verify this evidence to ensure it is a true and accurate reflection of the candidate’s skills.
  • Confirming the other party understands their role in the process. This should be confirmed when, and only when, the RTO is assured the other party has the relevant experience, skills, competence and attitude to collect the evidence.

Remember, if an agreement has been reached with another party to collect evidence to complement other evidence gathered by the assessor, it is still the role of the assessor (The RTO) responsible to make the judgement about whether competency has been achieved.


Notes for all RTOs ,if the use of supplementary evidence is your only and primary source of evidence your RTO may wish to review your processes and practices.

Further information on the creation and development of other party and third party agreements can be discussed with one of our team. Email us at  for more information.


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