Creating and Managing VOC Records

Initiating a VOC Record

To start a new Verification of Competency assessment:

1. Navigate to the Verification of Competency module from the main menu. (See "Navigation" for general guidance).
2. Select New Record.
3. Choose the appropriate VOC form. Available forms may include:
   • Master VOC Template: A base template for creating various VOCs.
   • Specific forms like EXAMPLE - Loader: A pre-configured example for a particular piece of equipment.

Filling Out a VOC Form

Once a form is open:

1. Complete Employee Details:

   • Confirm the Assessor Name (defaults to your user account) and the Date (defaults to today).
   • Select the Person being Assessed.
   • Ensure the employee completes fields such as Language and literacy assistance required? (if applicable), reads the Declaration, and provides their initial Signature.

2. Conduct Assessments (Part 1 & 2):

   • For the Written Oral Assessment, follow on-screen instructions to record the trainee's answers and mark their competency status ('Competent', 'Not Yet Competent', or 'N/A') for each question.
   • For the Practical Assessment, observe the trainee performing tasks, record your observations, and select their competency status for each item.

3. Finalize Assessment Decision:

   • Based on overall performance, select the final Assessment Decision ('Competent' or 'Not Yet Competent').
   • The employee then typically agrees to and signs the decision.
   • The assessor confirms all sections are complete using the Assessor Confirmation checkbox.

4. Add Attachments (Optional):

   • Upload any supporting documents (e.g., scanned papers, photos) using the Attachments section. (Refer to "Adding Attachments").

Workflow and Submission

VOC forms progress through a defined workflow:

• Draft: When a new VOC is started, it's in 'Draft'. You can save progress and return later.
• Submission & Next Steps:
  • If the Assessment Decision is 'Competent', submitting the form usually moves the record to a 'Complete' state. At this point, you may link it to a Training Record.
  • If the Assessment Decision is 'Not Yet Competent', submitting may also move it to 'Complete', or an option like 'Further Evidence Required' may be available. This state allows for additional information or re-assessment.
• Complete: The VOC assessment is finalized.
• Further Evidence Required: Indicates the trainee needs to provide more evidence or undergo further assessment. The form remains active for updates.

Email notifications may be sent to relevant parties as the VOC moves through these stages. (Refer to "Submitting Forms" for general information on form submission.)