Need for keeping records and types of records

Now we are at T6, our penultimate theory assignment! Back in to section 1 about the role, responsibilities and boundaries of teaching and legislative requirements. Check out the full list of Ptlls assignments if you need a different one.

Level 3 – Explain the need for keeping records and describe the types of records you would maintain. Recommended word count 200-400 words.

Level 4 – Justify the need for keeping records and describe the types of records you would maintain. Recommended word count 400-600 words.

This is in section one because it does tie in closely with the roles / responsibilities / boundaries assignment and also the legislative requirements. It’s a later question because it’s a little more advanced and gets in to it a bit more. Record keeping is part of the role and responsibility of the tutor and some often these records are required by law or codes of practice in the institution or industry.

But there are boundaries and legislation regarding what can be collected and kept and how it can be used. The Data Protection Act 1998 states that records must be kept securely, be relevant and not excessive, accurate and up to date and not kept for longer than necessary. Students can request a copy of all information held about them under the Freedom of Information Act 2000. All important things to bear in mind.

The need for keeping records

I like that you are forced to think about why there are these records,  not just what they are or how they work. Why are these records being kept, to what end?

  • Track progress
  • Prove achievement
  • Identify issues such as low attendance / learning difficulties
  • Ensure all sections of course have been completed

It could be that a lot of these are required by your institution. But I’m not sure that’s the best answer: “because I have to”. Take it one step further back and think about why the organisation requires you to keep or submit them.

Once you’ve thought about what records you need then it is on to how you collect and categorise that information.

The types of records you would maintain

A lot of this focuses more on the pastoral side, which I think is nice. Make sure you show a variety of types of records, to show you have thought about the full spectrum:

  • Attendance and assessment
  • Everything in between
  • Tutorials, one to ones, learning reviews / goals / plans

For level 4 you have to justify this, so you need to link it back to why it is needed.

Level 3 and 4

Just one key word difference between “explain” in level 3 and “justify” in level 4. And their difference in dictionary terms…

explain: make (an idea or situation) clear to someone by describing it in more detail or revealing relevant facts

justify: show or prove to be right or reasonable

That’s a big difference but justification is important and legally necessary when keeping records about people. That’s why there are two parts to the question and they come in the order they do. If you can tie they why in with the what you will be justifying and hitting that level 4.

Okay! Hope that helped. Drop a comment if you have anything to add. The rest of the essays are on the Ptlls assignments page if you need a different one.


  1. 19 May, 2011
  2. 17 November, 2013

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