Template fields
A simple template should capture the person, requirement, assessor, outcome and evidence. Add the assessment method and the criteria used, so another competent reviewer can understand what the sign-off was based on.
- Staff member
- Role
- Competency
- Assessment date
- Assessor
- Assessment method and criteria
- Outcome
- Evidence
- Follow-up action and reassessment date
Outcome language
Use clear outcomes such as competent, needs development, not assessed or not applicable.
Avoid vague comments as the only status because they are hard to report. ‘Needs development’ should lead to a specific action, owner and review date rather than remaining an open-ended label.
Use ‘not applicable’ only when the requirement genuinely does not apply. It should not become a convenient way to remove an unresolved gap from reports.
Moving into SkillProof
Start with one assessment that managers already use and test whether its criteria, outcomes and follow-up are clear. Moving a poor form into software will not make the decisions more consistent.
SkillProof can hold activity records against staff profiles, with evidence and reporting for teams that track forms, checklists and sign-offs.
Official guidance used for this guide
Checked
The HSE describes competence as a combination of training, skills, experience and knowledge, plus the ability to apply them safely. A certificate alone may therefore be insufficient for a hands-on task.