Proof of training: template& tips for the report portfolio

Trainees are obliged to keep a training certificate. And that means work first: It should give an overview of the learning content in the training company and in the vocational school. If it is done correctly, it can even help the trainee prepare for the examination. However, many trainees do not even know how to do this and what they should write. What the training certificate is for, how to keep it and what to do if you lose it…

➠ Contents: What to expect

What is the function of the training record?

All trainees in Germany must keep a training record (also known as a report book), this is prescribed by § 13 Nr. 7 of the Vocational Training Act (BBiG) before. The training record should provide information about the course and progress of training. Therefore, it is not only important for the trainee, but also for the trainer (or the training company), the vocational school and the legal guardian.

The training certificate is thus almost as significant as the later training certificate. But more than that: trainees need it to be admitted to the final exam! In addition, the training record is an important reflection aid with which you can recapitulate training content for the examinations.

Training record: template (PDF + Word)

The report book is structured as follows:

  • Cover page
  • Training history
  • Training records (daily, weekly or monthly)

What a training certificate looks like, you can take from our samples below. We provide a free template (PDF) HERE. Or you can download the Word document and directly digitally fill the training certificate:

Tip: Training certificate templates from the IHK (Chamber of Industry and Commerce)

The various chambers of industry and commerce in the states often offer PDF templates on their websites. Trainees can use this to keep their report portfolio.

Frequently asked questions and answers about the training certificate

Yes, the training record is mandatory – as long as your training regulations stipulate it. This is what the Vocational Training Act (BBiG) stipulates in § 13 no. 7. However, this only applies to in-company or dual training programs. Anyone undergoing school-based training may therefore be exempt from this obligation. In the dual training system, however, proof of training is a prerequisite for admission to the final examination.

The training company is obliged to provide its trainee with the report booklet free of charge at the start of training. The moment you provide the training records and fill the booklet with notes, it becomes your property.

The training record covers the two central places of your training: the company and the vocational school. Accordingly, you write in it everything you learn there, what activities you perform, what instructions the instructor gives you. Depending on the size of the report booklet, you have different amounts of space available for formulations. It is a good idea to at least make notes every day, even if you only have to keep the notebook weekly.

This depends on the specific duration of the training: usually, you must keep your report portfolio until the end of the training program. This means that even if you have submitted it with your application for admission to the final examination (or uploaded it online), you must continue to keep it. However, this also means that the duration will be extended if you fail an examination and this postpones the end of training.

If you have lost your training records, there are only two options: Search again thoroughly and bite the bullet if unsuccessful. This means informing your trainer immediately. In the worst case, you must recapitulate your entire report portfolio. For this you can ask your trainer or colleague about operational contents. Classmates may be able to help with teaching topics at vocational school. Important: Have all records checked and signed by the trainer at the end of the training.

What must be included in the training record?

In terms of content, the training record covers three areas that the trainee should record:

  • Work and activities performed by the apprentice in the training company
  • Instruction by his or her trainer, lessons in the company as well as training courses
  • topics that were covered at vocational school

In short, the training record provides an overview of the following, what the trainee has learned so far. Every apprentice is strongly advised to keep the report portfolio properly. If this does not happen, it is a violation of the training contract. This can even mean that the apprentice is not admitted to the examination. Please note: Some occupations require the report portfolio to be submitted at the time of the intermediate examination rather than at the time of the final examination. One more reason to keep the booklet neatly from the start.

Form of the training record

The Chambers of Industry and Commerce (IHK) have published guidelines that trainees can follow when keeping a record of training. There are different types of entries in a report booklet:

  • Daily report
    The most important activities of the day are noted down in bullet points.
  • Weekly report
    A weekly summary of the most important points is sufficient here.
  • Monthly report
    This type of report is a bit more extensive, because here the trainee summarizes the most important things of the last weeks only once a month.
  • Departmental report
    This report is to be prepared in addition to the daily and weekly reports. If trainees get an insight into different departments during their training, they should record what they have learned in a department report.

The training company decides, Whether trainees have to keep their training records daily, weekly or monthly. Our tip: Make daily notes in any case. This makes it much easier to remember things than if you had to write them down once a week or once a month. The bottom line is that you save time.

Control of the report book

To ensure that the trainee keeps the training record properly, he/she must submit it to the trainer at regular intervals (at least once a month). Underage trainees must submit the report booklet to their legal guardians once a quarter. If the vocational school requires it, the training record must be presented at all times.

The trainer or the instructor Is required to check the booklet at regular intervals. This is usually acknowledged with a signature. If the trainer discovers errors or deficiencies in the notebook, he or she will draw the trainee’s attention to them and give him or her tips on how to do things better in the future.

Tips for the report portfolio

Even if the training record is a chore for many trainees, the good news is that you don’t have to do it in your free time! Because notes on your training count as working time. Therefore, you are allowed to keep the training record in the company without any problems. Below we give you hints and tips for doing so:

First decide whether to keep the training record digitally or in writing (on paper). Some training companies provide their trainees with forms for the analog training record. Those who decide to go digital should compare all offers. Depending on the scope and possibilities, the digital form can namely be costly.

Discipline

Regular writing is mandatory! Trainees who get into the habit of keeping the notebook at least once a week at the beginning of their training acquire a good routine. Writing regularly helps them get practice and become faster. In addition, it is much easier to write down once a week what happened in the company and in the vocational school than to remember it after a few months.

Bullet-point entries that provide an overview of what has been learned are usually sufficient. As a rule of thumb, about one DIN A4 page per week is sufficient. It is also important to know how long the respective activities lasted.

Activities

All activities that are related to the training must be entered in the report portfolio. Trainees should not let themselves get confused and should first write down everything they can think of. Anyone who has dealt with a new machine should describe this in detail. The same applies to new computer programs or different product groups in the company. Training courses and presentations held at the company should also be included in the report booklet.

Details

It can be difficult to fill in the training record, especially at the beginning of training when the trainee can only perform a few tasks on his or her own. If the tasks are very similar, this may also be included in the report booklet. Those who manage to emphasize the differences between the individual tasks score points with the instructor and fill the pages.

Visual

The report portfolio does not only have to consist of written information. Photos (caution: first obtain permission from the training company), graphics or sketches can also illustrate what the trainee has learned in the respective week. Those who keep a digital training record can either do this directly on the PC or handwrite the sketch, photograph it and then paste it into the document.

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