Training Matrix
Employees against the training each role requires. In every course cell, write the date completed (Done) and the expiry date (Exp), then mark the status with the legend colour or letter.
Print on A4 landscape, or choose "Save as PDF" in the print dialog. Page 2 holds the status legend, the course register and the sign-off. Use one sheet per department, site or contractor.
| Company | Department / site / contractor | ||
| Prepared by (name, designation) | Date updated | ||
| Approved by (name, designation) | Next review date |
| Person | Required training (write the course name in each column) | |||||||||
|---|---|---|---|---|---|---|---|---|---|---|
| No. | Name / staff or IC no. | Role / job | Site induction | Fire & emergency | First aid | Permit to work | ||||
| 1 | DoneExp | DoneExp | DoneExp | DoneExp | DoneExp | DoneExp | DoneExp | DoneExp | ||
| 2 | DoneExp | DoneExp | DoneExp | DoneExp | DoneExp | DoneExp | DoneExp | DoneExp | ||
| 3 | DoneExp | DoneExp | DoneExp | DoneExp | DoneExp | DoneExp | DoneExp | DoneExp | ||
| 4 | DoneExp | DoneExp | DoneExp | DoneExp | DoneExp | DoneExp | DoneExp | DoneExp | ||
| 5 | DoneExp | DoneExp | DoneExp | DoneExp | DoneExp | DoneExp | DoneExp | DoneExp | ||
| 6 | DoneExp | DoneExp | DoneExp | DoneExp | DoneExp | DoneExp | DoneExp | DoneExp | ||
| 7 | DoneExp | DoneExp | DoneExp | DoneExp | DoneExp | DoneExp | DoneExp | DoneExp | ||
| 8 | DoneExp | DoneExp | DoneExp | DoneExp | DoneExp | DoneExp | DoneExp | DoneExp | ||
| 9 | DoneExp | DoneExp | DoneExp | DoneExp | DoneExp | DoneExp | DoneExp | DoneExp | ||
| 10 | DoneExp | DoneExp | DoneExp | DoneExp | DoneExp | DoneExp | DoneExp | DoneExp | ||
Status in each cell: C current E expiring within 90 days X expired or missing N/R not required for this role. Fill cells from evidence (certificates, attendance lists, assessment results), not memory.
Status legend and action
| Mark | Status | Action |
|---|---|---|
| C | Current | Completed, competence checked, not expiring within 90 days. |
| E | Expiring | Expires within 90 days. Book the refresher now; external courses may have waiting lists. |
| X | Expired or missing | Required but not done or lapsed. Decide whether the person may continue the task; for a course required under a section 31A order, they may not. |
| N/R | Not required | Not needed for this role. Review if the role changes. |
When to retrain, besides the expiry date
After an incident or near miss linked to the task · when a procedure, equipment or site changes · when the person changes role or site · after a long absence · when assessment results show a gap.
Course register
| Course | Required for (roles) | Validity | Provider | Legal / internal basis |
|---|---|---|---|---|
Validity: use the issuing body's validity for external certificates (check each one), the order for courses required under section 31A of the OSH Act 1994, and your own risk-based interval for internal training.
| Evidence held at (file, system, folder) | |
| Reviewed by manager (sign, date) | |
| Reviewed by HSSE / OSH coordinator (sign, date) |
The OSH Act 1994 requires employers (section 15(2)(c)) and principals for contractors under their direction (section 18A) to provide the information, instruction, training and supervision needed for safety and health. Keep the records behind every cell where an inspector or auditor can see them.