Training Attendance Policy
FSMQC verifies actual attendance for every session before confirming completion or certificate eligibility. This policy covers trainees, trainers and staff supporting all courses, including EFST and externally awarded programmes.
Full attendance is required unless the regulator or awarding body formally permits another threshold. The Training Manager records and communicates the requirement before enrolment. FSMQC normally requires five participants per session; a smaller group needs written Academic Director approval without reducing course requirements.
| Responsible role | Duty |
|---|---|
| Assigned trainer | Conducts the session, monitors participation, confirms actual teaching times and signs the attendance record. |
| Training Manager with IT responsibility | Owns implementation, assigns any recording support and verifies attendance eligibility before certificates are released. |
| HR and Administration Manager | Supports identity and registration checks, checks record completeness and maintains the controlled course file and register. |
| Academic Director | Approves the policy and permitted make-up arrangements or exceptions; cannot waive mandatory programme requirements. |
The Training Manager confirms the course, date, venue, trainer, registered names and teaching minutes. Prepare Sheet 1.1.1.2 for each session or day and verify identity against registration. Trainees record actual arrival and sign personally; proxy signing is prohibited. The trainer records lateness, interruptions and early departure. Link additional sheets to the same session reference.
For remote sessions, retain authenticated identity and traceable join, leave and participation evidence in the course file.
Trainees record actual departure and sign before leaving. The trainer confirms delivery; the Training Manager or a named delegate verifies the record. Exclude breaks and missed teaching periods. Attendance percentage equals total attended teaching minutes divided by total required teaching minutes, multiplied by 100 and capped at 100%. Keep the calculation in the attendance register.
Mark absence, late arrival and early departure in Remarks and notify the Training Manager. Arrange approved make-up where programme rules permit. Hold certification where attendance or assessment requirements are unmet. Investigate missing signatures using reliable evidence; do not backdate or invent entries. Paper corrections retain the original entry with one line, corrected detail, initials and date; electronic changes retain the user, date, reason and original value.
Communicate any shortfall and remedy to the trainee and, where authorised, the sponsor. Attendance does not replace assessment requirements. Disputes follow Complaint Procedures 1.1.3.1 and Appeal Procedures 1.1.3.2; course changes follow Policy 1.1.2.1.
The HR and Administration Manager files signed sheets, calculations, identity-check confirmation, absence evidence, corrections and approvals securely. Retain records for at least five years or longer where required; restrict access and back up. The Training Manager reviews completeness and certificate exceptions quarterly, supported by the Engineering Manager for QA/QC. Record corrective actions and escalate unresolved issues to the Academic Director. Review annually.