Key takeaways
- The Record of Work Covered logs what was actually taught, session by session, with dates.
- The Learning Plan is the plan; the Record of Work is what really happened. Reviewers compare them.
- Update it after every session, and record deviations and make-up sessions honestly.
- Its topics should come from the unit's elements and session titles, so it traces back to the standard.
The Record of Work is the quietest document in a CBET trainer's file, and one of the most important. Nobody reads it in class, but when a head of department, quality assurance officer or auditor wants to know whether a unit was really delivered, it's the first thing they ask for. This guide explains what it is, what goes into each column, and how to keep one that's accurate, up to date and easy to defend.
What is a Record of Work Covered?
A Record of Work Covered (often just "record of work") is a running, dated log of the training a trainer has actually delivered for a unit. Each row records one session (or block): the date, what topic and sub-topic were covered, and remarks on anything that didn't go as planned.
Where the Learning Plan is written before the term and describes intentions, the record of work is written during the term and describes reality. Together they show whether the unit is on track.
Why it matters
- Evidence of delivery. It shows the training trainees were assessed on was actually delivered.
- Accountability and audit. Heads of department, internal quality assurance and external reviewers use it to check coverage and pacing.
- Continuity. If you're away or the class changes trainer, the next trainer knows exactly where the unit stands.
- Fairness in assessment. Before an assessment, the record confirms the outcomes being assessed were covered.
- Reflection. Patterns of missed or rushed sessions become visible early, while there's still time to fix them.
What goes in each column
Layouts vary slightly between institutions (some use the KSTVET Record of Work Covered form), but the core columns are the same:
| Column | What to write | Example |
|---|---|---|
| Week | The week of term | Week 3 |
| Date | The actual date the session took place | Thu 15 Oct |
| Session / lesson | The session number(s) from the learning plan | 5–6 |
| Topic / element | The element or learning outcome the session served | Identify electrical circuits |
| Sub-topic | The session title, what specifically was covered | Ohm's law: calculations and measurement |
| Work covered | Brief description of activities and outcomes achieved | Practical measurement; problems in pairs; outcomes achieved |
| Remarks | Deviations, reasons and make-up arrangements | Session 6 shortened (fire drill); finish in session 7 |
| Signatures | Trainer, and the head of department when checked | — |
Keep the wording consistent
Use the same session titles and element names as your learning plan. That makes it easy for anyone to line the two documents up row by row.
Learning Plan vs Record of Work
| Learning Plan | Record of Work | |
|---|---|---|
| When it's written | Before the term starts | Throughout the term, after each session |
| Describes | What you plan to teach | What you actually taught |
| Dates | Weeks and session numbers | Real calendar dates |
| Changes | Reflections column notes deviations | Remarks column records them as they happen |
| Main reader | HOD approving the term's plan | HOD, quality assurance and auditors checking delivery |
How to keep a Record of Work, step by step
- Set it up from your Learning Plan
Pre-fill the unit details and the planned sessions in order, with their elements and session titles.
- Work out the real dates
From the term's start date and the days your class actually meets, assign a date to each session, skipping days the class doesn't meet.
- Fill it in after every session
Confirm what was covered, adjust the wording if the session changed, and note anything important.
- Record deviations honestly
Missed, shortened or moved sessions go in the remarks with the reason and the plan to recover them.
- Record make-up sessions
When you recover lost time, log it as its own entry, referencing the session it replaces.
- Get it checked
Have your head of department review and sign it at the agreed intervals, not only at the end of term.
A worked example
| Week | Date | Session | Topic / element | Sub-topic | Remarks |
|---|---|---|---|---|---|
| 2 | Tue 6 Oct | 1–2 | Identify electrical circuits | Introduction to electric circuits | Covered as planned |
| 2 | Thu 8 Oct | 3–4 | Identify electrical circuits | Types of circuits | Covered as planned |
| 3 | Tue 13 Oct | 5–6 | Identify electrical circuits | Ohm's law | Session 6 shortened (fire drill) |
| 3 | Thu 15 Oct | 7 | Identify electrical circuits | Ohm's law (completed) | Make-up for session 6 |
Illustrative example with sample dates.
Common mistakes to avoid
- Copying the learning plan word for word without recording what really happened.
- Filling it in at the end of term from memory.
- Dates that don't match the timetable, such as entries on days the class doesn't meet, or on public holidays.
- Hiding missed sessions. An honest remark with a recovery plan is far better than a gap someone else discovers.
- Different titles from the learning plan, which makes the two hard to compare.
Generating a Record of Work with CBET Planner
Setting up a record of work by hand means copying every session from the plan and working out each date. CBET Planner does that for you: upload the Learning Plan it generated, enter your start date and tick the days your class meets, and it produces a dated KSTVET Record of Work Covered with one row per session, for KES 20. You then keep the remarks up to date as the term runs.
Next: the learning material trainees read and revise from. Continue with Part 6: CBET notes for trainees.
Frequently asked questions
What is a Record of Work Covered?
A Record of Work Covered is the dated log a trainer keeps of what was actually taught in each session of a unit: the date, the topic or element, the sub-topic, what was covered, and remarks on anything that changed. It is the evidence that the planned training actually happened.
What is the difference between a learning plan and a record of work?
The learning plan is written before the term and says what you plan to teach and when. The record of work is filled in during the term and says what you actually taught and when. Comparing the two shows whether the unit is on track.
How often should I update the record of work?
After every session, or at the latest at the end of each week. Entries made long after the fact are less accurate and are easy for a reviewer to spot.
What do I write if a session did not happen?
Record it honestly in the remarks: the reason (for example a public holiday or institutional event) and when the content will be covered, such as a make-up session. Then record the make-up session when it takes place.
Who checks the record of work?
Usually the head of department checks and signs it periodically, and it may be reviewed during internal quality assurance, audits and external reviews, alongside the learning plan and assessment records.