Training Records¶

Overview¶

What is a Training Record¶

A Training Record is used to document whether a candidate is competent in performing the sequences associated with a particular Training Task. Training Records store information about:

Who the candidate was
Who the trainer was
Details about the task (e.g. hours, what sectors/flights/approaches were performed)
The level of Competency the candidate achieved for the sequences
Comments by the trainer about the candidates performance.

Working with Training Records¶

Training Records are created online using a web-based form accessible from the Training Portal website.

Even though a Training Record is created, and can be viewed, online, the authoritative version of the training record is a printed hard copy which is stored in the candidates technical personnel file.

As such, after a training record has been completed, it is printed out and then this hard copy is signed by both the trainer and the candidate.

The record is then returned to the Flight Operations administration office, where it’s processed according to the procedures set out in the Training and Checking Manual.

Completing a Training Record¶

Who Can Complete a Training Record¶

Training Records can be completed by the trainer who is scheduled to complete the specific training task.

Note

See the Scheduling a Task section of this users guide for details on how to schedule a training task.

How are Training Records Completed¶

Complete a Training Record Through the Welcome Page¶

The welcome (home) page for trainer displays all of the training tasks that the trainer has been scheduled to complete.

To complete a Training Record through the welcome page:

Scroll down until the list of Scheduled Training & Checking Tasks is visible
Find the task to be completed in the Scheduled Training Tasks table on the left-hand side of the page and click on the Complete link in the far right-hand column.
This will open the training record form for the task. Complete this form IAW the instructions in the T&C Manual and then click Submit

Complete a Training Record from the Welcome Page

Complete a Training Record Through the Training Task Index¶

To complete a Training Record from the Training Task index:

Open the Training Task Index page and locate the task to be edited or changed
Hover over the >> in the far right column, then click on the Complete item in the menu that appears to open the Training Record form
This will open the training record form for the task. Complete this form IAW the instructions in the T&C Manual and then click Submit

Accepting a Training Record¶

Overview¶

After a record has been completed, it must be reviewed and accepted by both the trainer and the candidate.

Note

For now, the candidate reviews the hard-copy of the record, and accepts the hard-copy of the record by signing it.

What Does Accepting a Training Record Do¶

Before a record has been accepted it can be edited and changed by the trainer scheduled to complete the task. However, after a record has been accpeted by the trainer it can no longer be edited.

Who Can Accept a Training Record¶

Training Records can only be accepted by the trainer who is scheduled to complete the training task.

How are Training Records Accepted¶

After a Training Record has been completed, the Review Record page is displayed.

This page allows the trainer to review the record to ensure that it has been completed correctly.

If the record hasn’t been completed correctly, then the trainer can click on the Edit Record button to go back and change the record.
If the record has been completed correctly, then the trainer accepts the record by clicking on the Accept Record button.

Review Record Page and Edit/Accept Buttons

Viewing and Printing Training Records¶

Training Record Index¶

The Training Record Index lists all of the completed Training Records that the User is authorised to view.

This index is used to view and print records that have already been submitted by a trainer.

Who Can View or Print a Training Record¶

A User can always view or print their own Training Records.

In addition, Training Records can also be viewed or printed by:

The trainer who complete the training task, or
Users who are authorised to view all of the Training Records.

Users who are authorised to view all include Users who are members of the ftm, admin, or training_coordinator groups.

How to Print or View a Training Records¶

After they have been completed, Training Records can be viewed or printed through the Record Index page.

Training Record Index Page

Viewing a Record¶

To view a Training Record from the Record Index page:

Open the Record Index page and locate the record to be viewed
Hover over the >> in the far-right column, then click on the View Record item in the menu that appears

This will open the record for viewing as a web page.

View Training Record Link

Printing a Record¶

To view a Training Record from the Record Index page:

Open the Record Index page and locate the record to be viewed
Hover over the >> in the far-right column, then click on the Print Record item in the menu that appears

This will download a PDF version of the record that can then be printed or saved to disk (etc.)

Print Training Record Link

A record can also be printed whilst it is being viewed by clicking on the Print Record button located at the top-left of the training record.

Print Training Record Button on Completed Training Record Form

Note

A Training Record can only be printed after it has been accepted by the trainer assigned to complete the task.

See the Accepting a Training Record section of this users guide for details.

Administration of Training Records¶

Overview¶

The Training Record administration functions are designed to support the T&C organisation manage the hard copy records which are filed in each candidates technical personnel record file.

From an administrative point of view, a Training Record is either:

Open:: When the record is yet to be accepted by either the candidate or the trainer.
Checked:: When the record has been checked by the FTM (or their delegate)
Filed:: When the record has been filed in the candidates technical personnel record file by admin staff.

Training Record Administrative Workflow¶

Note

There are additional internal business processes which describe how Training Records are processed for the purpose of updating other Company databases and spreadsheets for tracking flight crew recency.

Because these systems sit outside the scope of this Training Portal site they are not covered in this user guide. Other Company documentation and manuals should be referred to for details on how these processes are managed and applied.

The workflow for the creation of a Training Record is as follows:

When a Training Record is completed, it is reviewed and accepted by both the trainer and candidate.

Note

As described above in the Accepting a Training Record section, records are accepted by the candidate when the candidate signs the physical hard-copy of the record.
The Training Record is then returned to the Flight Ops admin office for processing.

Note

The responsibility to return the record to the admin office rests solely with the candidate.

Under no circumstances should the trainer take posession of a Training Record to return it to the admin office.
The Training Record is then checked by the FTM (or their delegate) to ensure that it has been completed correctly IAW Section 4 of the T&C Manual.
After the Training Record has been checked it is closed when it has been filed by administrative staff in the candidates technical personnel file.

This workflow is shown in the following flowchart:

Training Record Adminstrative Workflow

Training Record Admin Page¶

Training Record Status¶

The Record Admin index page lists all records that have not yet been filed.

This page uses the following colour codes to indicate the status of the Training Record IAW the workflow described above:

Training Record Administration Status

How to Check or Close a Training Record¶

Training Records are checked and closed using the Record Admin page.

This page automatically determines the status of the record and the next step in the workflow outlined above. If the User who is logged in has sufficient permission then a Check or Close link is shown in the second column from the left-hand side of the index:

Training Record Admin Action Link

The FTM, their delegate, or admin staff, should click the applicable link to update the record status after the various administrative tasks required by the T&C Manual have been completed.

Note

As noted above, the processes for performing these tasks lie outside the scope of the Training Portal site, and the T&C Manual should be consulted for details on how to perform these actions IAW Company policies and requirements.