🔍 How We Track and Report Progress

At Knowledge Circle, we are committed to transparency, accountability, and learner success. Whether learners are in individual or group training, we use a structured and consistent approach to monitor progress, guide instruction, and keep departments fully informed.

This article outlines how progress is tracked, reported, and communicated throughout the training process — for both individual and group formats.

📚 Daily Class Reports: Summary Reports

To ensure continuity and documentation, our instructors complete a Summary Report after each session.

🧍 For Individual Training:

• The instructor submits a Summary Report directly in the learner’s file via MyLearningMyWay.com

• This report includes:

  • Session objectives

  • Grammar and vocabulary covered

  • Participation and engagement

  • Strengths and areas needing reinforcement

  • Notes for next class preparation

👥 For Group Training:

• The instructor completes a Summary Report via the Group Summary Report Tool, capturing:

  • Attendance

  • Topics and grammar addressed

  • Overall group engagement and progression

  • Notes or recommendations for internal follow-up

These tools help ensure continuity of instruction — especially when learners are reassigned or instructors change mid-term — and provide valuable documentation for coordination and quality assurance.

📝 Formal Progress Reports (Individual Training Only)

Every 4 to 6 weeks of active one-on-one training, instructors complete a Formal Progress Report to evaluate and document each learner’s progression in alignment with public service language benchmarks.

Each Progress Report Includes:

• ✅ Current functional level (e.g., OF 13, OF 14, OF 15)

• ✅ Performance in key language areas:

  • Oral production

  • Grammar accuracy

  • Vocabulary and expression

  • Comprehension and interaction

• ✅ Instructor recommendations:

  • Targeted areas for improvement

  • Learning strategies or practice suggestions

• ✅ Commentary on:

  • Confidence

  • Consistency and attendance

  • Overall engagement and autonomy

• ✅ Readiness for official testing (B or C level)

These reports are reviewed by our coordination team for quality and consistency. They are shared with both the learner and the client’s designated contact (HR or training coordinator).

🗓️ End-of-Session Reports (Group Training)

For learners enrolled in group training sessions (Fall, Winter, Spring, Summer), instructors complete a final report at the end of the session for each participant.

The Group End-of-Session Report Includes:

• Final assessment of language level (based on observed participation and course content)

• Notable progress made over the session (if applicable)

• Attendance and engagement summary

• General recommendations (e.g., continuation, change in intensity, test-readiness)

• Suggestions for next steps or placement in a new group if continuing

These reports provide visibility into learner development over the term and help guide scheduling and placement decisions for the following session.

🧭 The Role of the Instructor vs. Learning Advisor

👨‍🏫 Instructors:

• Deliver content, observe performance, and adapt lessons accordingly

• Maintain session-by-session records (Summary Reports)

• Complete Progress Reports (individuals) or End-of-Session Reports (groups)

• Recommend test-readiness when appropriate

🧭 Learning Advisors:

• Review reports to ensure learners are on track toward their objectives

• Validate instructor evaluations and support recommendations

• Assist in complex or plateaued learning cases

• Coordinate with instructors to reinforce best practices and align pedagogy

• Conduct class visits and/or observations to assess learner engagement, instructional effectiveness, and support needs

• Serve as a liaison between departments, instructors, and the coordination team

Learning Advisor involvement helps ensure consistent instructional quality and early intervention if challenges arise.

✅ Vérification de l’acquis (VDA)

For some contracts — particularly full-time or test-oriented programs — a Vérification de l’acquis (VDA) may be required before learners are submitted for official evaluation.

This internal evaluation:

• Is conducted by a senior advisor or experienced assessor

• Mimics the structure of the PSC Second Language Evaluation (SLE)

• Confirms that the learner demonstrates the expected level of linguistic performance

• Serves as a quality-assurance checkpoint to ensure testing readiness

The VDA ensures that both the learner and the department are set up for success before requesting an official SLE.

📈 Why This Matters

Structured progress reporting allows us to:

• Track development objectively and consistently

• Adjust instruction based on real needs

• Identify issues early and intervene quickly

• Build confidence in evaluation readiness

• Provide departments with concrete data to support decisions

📬 Access to Reports

• 🧍 Individual learners can view their Summary Reports and Progress Reports on MyLearningMyWay.com

• 👥 Group learners receive verbal or written feedback at the end of each session term

• 📧 HR contacts and training leads receive Progress Reports and End-of-Session Reports upon request or on schedule

All reports are reviewed by our internal coordination team for consistency and accuracy. Reports can be provided in summary form for cohorts, or detailed per learner, depending on your department’s preference.

🏁 Final Takeaway

Progress tracking is not just about evaluation — it’s about ensuring every learner is supported, challenged, and steadily moving forward.

Through daily Summary Reports, formal assessments, end-of-session feedback, and ongoing class observations by Learning Advisors, we maintain the highest standards of instructional quality, learner support, and measurable outcomes.

📩 Have Questions or Need Support?

Contact our training team:
📧 trainingcoordinator@knowledgecircle.ca