Retaining Course Documentation and Learner Assessment Evidence for Quality Assurance Purposes
Posted on 5th February 2018
To ensure high standards STA must uphold a robust quality assurance model. In order for us to maintain this system we require all course organisers, tutors and assessors to retain STA course documentation and learner assessment evidence for the lifetime of the qualification that has been completed. This will allow quality assurance monitoring activities to be conducted and verified with as little disruption as possible.
We also require course organisers, tutors and assessors to retain copies of all tutor/assessor qualifications when they are actively delivering and assessing STA qualifications.
You must retain the following course documentation:
- STA pre-course application and post-course feedback forms
- Course attendance/assessment records
- Copies of risk assessments (for health and safety purposes)
The following assessment evidence must be retained:
- Learner portfolios
- Practical marking sheets
- Worksheets
- Tutor assessed skill sheets
The above evidence must be retained for all STA qualifications. Please see the tables below for further guidance on the minimum retention period. It is at your own discretion how long you wish to retain the documentation after the minimum required period detailed below.
| Course | Retention Period |
|---|---|
| STA Award in Swimming Teaching | 5 years (No expiry; retain for the maximum period) |
| STA Certificate in Swimming Teaching | 5 years (No expiry; retain for the maximum period) |
| Baby and Pre-School Award | 5 years (No expiry; retain for the maximum period) |
| Baby and Pre-School Diploma | 5 years (No expiry; retain for the maximum period) |
| People with Disabilities | 5 years (No expiry; retain for the maximum period) |
| Aquatic Tutor Status | 3 years |
| Course | Retention Period |
|---|---|
| Pool Lifeguard | 2 years |
| Safety Award for Teachers | 2 years |
| Pool Emergency Responder | 2 years |
| Open Water Safety | 3 years |
| Lifesaving Tutor Status | 3 years |
| Course | Retention Period |
|---|---|
| First Aid at Work | 3 years |
| Emergency First Aid at Work | 3 years |
| Paediatric First Aid Award | 3 years |
| Emergency Paediatric First Aid Award | 3 years |
| CPR and AED | 2 years |
| CPR and Anaphylaxis | 2 years |
| First Aid Tutor Status | 3 years |
| Course | Retention Period |
|---|---|
| Pool Plant Operations | 5 years |
| Swimming Pool Water Treatment | 5 years |
| Swimming Pool Water Testing | 5 years |
| Pool Plant Tutor Status | 3 years |
| Course | Retention Period |
|---|---|
| Fire Marshall | 3 years |
| Safe Moving and Handling | 3 years |
| Fire Safety Tutor Status | 3 years |
| Manual Handling Tutor Status | 3 years |
Course documentation and assessment evidence can be stored either in hard copy form or electronically. How you choose to retain the information is entirely your choice.
Please be aware that the above requirements are subject to change, dependent upon current legislation. STA will monitor and review these procedures and reserves the right to update them at any time.
In support of this change, we have also produced a new data protection policy which governs how we must collect and use our information fairly, store it securely and not unlawfully disclose to any other person.