How to Prepare Training Records for CHAS and SafeContractor Audits

Work from the live question set

Schemes, membership routes and evidence requests can change. Use the current portal guidance and assessor request for your organisation’s scope. Build an index showing the question, document owner, version or review date and file supplied. Avoid uploading a vast certificate dump that leaves the assessor to guess relevance.

Prepare workforce evidence coherently

• Current training matrix with an as-at date
• Role or requirement assignment method
• Sample certificates matching matrix entries
• Expiry and renewal-management process
• Joiner, leaver and subcontractor controls
• Competence or authorisation evidence kept distinct from attendance
• Document names that identify person and requirement

Run a sample reconciliation

Choose several workers across roles and trace each matrix date to its evidence file. Check names, course scope and expiry. Confirm expired items are not presented as current and that not-required entries have a defensible basis. Resolve contradictions before export rather than explaining them after submission.

1. Download the current scheme request.
2. Create an evidence index.
3. Freeze an as-at export for the submission.
4. Sample-check dates against files.
5. Record corrective actions and owners.
6. Retain exactly what was submitted.

Keep an audit trail after submission

Assessors may ask follow-up questions weeks after the initial upload. Retain a frozen copy of the matrix extract and files supplied, plus the portal message or request that defined the scope. If a certificate renews during assessment, provide a clearly labelled revision rather than silently replacing the original. Log questions that reveal a recurring process gap—such as role assignments with no owner or certificates whose scope cannot be read—and fix the source record after the assessment. Avoid writing policies purely to satisfy a portal question if operations do not follow them; assessors can test whether documented arrangements exist in practice.

Before final submission, ask someone who did not assemble the pack to follow the index. They should be able to find a worker, understand why a requirement is assigned and open the matching evidence without explanation. Remove expired drafts, password-protect or share sensitive files through the approved method, and confirm portal size and format limits. Keep assessor feedback with the improvement log, but verify any requested change against the scheme’s formal criteria before making it company policy.

No guarantee of accreditation

FieldClear can organise assigned training requirements and evidence, but it cannot guarantee CHAS, SafeContractor or client acceptance. Assessment decisions belong to the scheme and depend on more than training records. Verify current criteria directly; this guide is not legal or accreditation advice.