Evidence and Decisions

Supporting evidence belongs to the load that provides the coaching context. Each attachment records a title, evidence type, upload time and uploader, with Internal or Shared visibility. Dispatcher prepares the relevant material so Transport Supervisor can find the incident and assessment being reviewed. A useful title distinguishes that material from delivery proof or another session on the same load.

Review decisions retain the source revision, reviewer, reason and operation key. Approve, Reject and Return describe the supervisor’s response to the work presented. The record must identify the actual subject under review, especially when the parent load has several coaching sessions. Keep the review reason useful to the Dispatcher who needs to act on it.

• Evidence identity. Use the load, incident reference and agreed session identifier to locate the supporting file. Record an evidence type that tells the reviewer what the material establishes. Confirm that the file concerns the driver and operational event named in the session before presenting it for review.
• Source revision. Review the work as presented at the identified revision. If the preparer changes a material part of the session, the supervisor needs to assess the current work. Keep earlier decisions available to explain what was accepted or questioned at the time.
• Decision reason. Give an approval, rejection or return a clear reason. A returned decision should name the clarification or evidence needed for another assessment. Keep the decision linked to its operation context so an Auditor can follow the review alongside the resulting action receipt.

Agree the naming convention that distinguishes coaching evidence from load delivery evidence. Confirm how each review identifies the session when several sessions share the same parent load. Establish the source revision the decision refers to and test the convention with the people who prepare, review and audit the work.

Define the intended audience for Internal and Shared evidence, then test actual access. A label alone should not replace the agreed access policy. Choose an eligible Transport Supervisor who can review independently of the preparer. Administrative control of organization records does not by itself give a person the responsibility to decide a coaching outcome.

An illustrative load has a delivery proof file and an assessment file for a coaching session. Dispatcher gives each a clear title and identifies the incident and session in the supporting material. Transport Supervisor opens the assessment, checks the relevant revision and records a decision with a reason. Auditor follows that decision back to the intended work and the resulting receipt.

Repeat with another session on the same load. A shared parent must not make the earlier session’s approval appear to cover the later one. Then change the prepared assessment before review is complete. The supervisor should assess the current work rather than rely on an earlier decision’s context. Finally, rehearse a returned decision and confirm that Dispatcher can understand exactly which evidence needs clarification.

• Returned Decisions — Returned load-linked decisions with reasons the preparer needs to address.
• Internal Load Evidence — Internal files with their parent load, evidence type and uploader.
• Coaching Review Queue — Submitted sessions whose evidence needs an independent assessment.

Use coaching preparation and review to rehearse the decision, then inspect its action outcome through closure and reconciliation.