Africa Dynamic Development Group (ADG) Management of Assessments and Portfolios of Evidence (PoE) Policy
Effective Date: 4 November 2025
1. Purpose
The purpose of this policy is to ensure the integrity, security, and confidential management of all learner assessments and Portfolios of Evidence (PoE) at Africa Dynamic Development Group (ADG). This policy establishes a clear, auditable process for the submission, handling, storage, and retention of PoEs to ensure fairness for learners and compliance with QCTO and CETA requirements.
2. Scope
This policy applies to all learners enrolled in any ADG training program and to all ADG staff involved in the assessment process, including assessors, moderators, facilitators, and administrative staff. It covers all Portfolios of Evidence, whether submitted digitally through our Learner Management System (LMS) or in hard copy for in-person training.
3. Policy Statement
ADG is committed to a rigorous, fair, and secure assessment process. The Portfolio of Evidence is the primary record of a learner’s competence and must be managed with the utmost care and professionalism. We will ensure that all PoEs are handled in a manner that guarantees their authenticity, confidentiality, and security from submission through to final disposal.
4. Key Principles
4.1. Submission of Portfolios of Evidence (PoE)
Learners may submit their PoE through two methods:
- Digital Submission: For online courses, learners must upload their completed PoE directly to the Learner Management System (LMS).
Hard Copy Submission: For in-person training, learners may submit their PoE as a physical, hard-copy document.
ADG is actively transitioning to a fully digital submission process. In the future, all in-person training PoEs will be submitted digitally via tablets.
4.2. Declaration of Authenticity
All PoE submissions, without exception, must be accompanied by a Declaration of Authenticity. This is a formal statement by the learner that the work submitted is their own original work.
For hard copy submissions, this declaration must be signed by the learner.
For digital submissions via the LMS, the learner must type their full legal name in the designated declaration field, which serves as their digital signature and agreement.
4.3. Secure Handling and Storage
- Digital Storage:
PoEs submitted digitally via the LMS are stored securely within the platform’s database with role-based access control.
Hard-copy PoEs are scanned by authorized ADG staff within 4 working days of receipt. The scanned files are saved to ADG’s secure company OneDrive environment. Access to these digital files is restricted to the Training Manager, assessors, and moderators. - Physical Storage and Destruction:
Physical PoE documents are temporarily stored in a secure, access-controlled location within the ADG office.
Once a hard-copy PoE has been successfully scanned and its quality verified, the original physical document will be securely destroyed via cross-cut shredding. This destruction will be recorded. - Access Control: Only authorised personnel are permitted to access, view, or handle learner PoEs. Any unauthorised access will be treated as a serious disciplinary offense.
4.4. Communication of Results
Assessment results are considered provisional until they have been verified through the internal moderation process.
A result is only considered official once a certificate has been issued by ADG.
ADG issues official digital certificates to learners via email. A physical, printed certificate can be provided upon a formal written request from the learner.
5. Data Retention
In line with our legal and regulatory obligations, all PoEs (in their final digital format) and associated assessment records will be retained for a minimum period of five (5) years from the date of the learner’s certification. After this period, the records will be securely and permanently deleted.
6. Responsibilities
- Learners: Are responsible for submitting their PoE by the deadline and for ensuring all work is their own and accompanied by a valid Declaration of Authenticity.
Assessors: Are responsible for the secure handling, confidential marking, and constructive feedback on all PoEs assigned to them. - Training Manager (Ilse van Niekerk): Is responsible for the overall implementation of this policy, managing the digitization process, overseeing secure storage on OneDrive, and maintaining the integrity of the assessment records.
- Managing Director (Frans de Beer): Has ultimate accountability for the security and integrity of the entire assessment and PoE management system.
7. Definitions
Portfolio of Evidence (PoE): A structured collection of evidence compiled by a learner to demonstrate their competence against the outcomes of a unit standard or qualification.
Learner Management System (LMS): The software platform used by ADG to deliver e-learning content and manage the digital submission of learner work.
Declaration of Authenticity: A formal statement where a learner confirms that the work they are submitting is their own.
8. Contact Information
If you have any questions about this policy or need to lodge a formal complaint or appeal, please contact:
Frans de Beer
Managing Director
Africa Dynamic Development Group (Pty) Ltd
Email: Frans.debeer@adss.co.za
National Call Centre: +27 (0)87 550 1007
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