Logbook (notes about record keeping & Portfolio of Evidence)


This is a progressive record of learning and should reflect on workplace exposure for the full duration of the course.  It contains critical elements relating to the work that needs to be done, referred to as modules.  For record-keeping purposes, each module is coded and relates to an objective guiding the student.

The Logbook must be available for inspection and verification during site visits by SAGMA/AgriSETA and QCTO.

The student must maintain the Logbook on a weekly basis.  The student will give the Logbook to the mill mentor/training officer, which they must approve and initial:

  • Assist only: means that the student performed work under the instruction of the Supervisor;
  • Need Supervision means: the student performed his own work and asked for coaching/guidance when required;
  • Independent work: means that the student performed work without any assistance or coaching.


The student may not expect to get workplace exposure in the areas where their applied competence may fall short, affecting the quality of the work.

It is expected that the Logbook will guide the student and mill mentor through the stages starting at Assist Only and eventually independent work.

Remember that each work code should not be seen in isolation; most work will cover several codes simultaneously, and no recording will be required once the Independent Work section has been initiated.

Notes to assist you in getting the Logbook up to standard:

  • All the information needs to follow the correct sequence as in the Logbook. For instance, start with:
    • intake;
    • screensroom;
    • mill;
    • packing; and then
    • warehousing
  • It would be best to do internal flows of the sifters (drawn as per specification). This can only be done in the mill with the actual sifter.
  • You need to have a proper Portfolio of Evidence that is well bound and intact (A4 lever arch file).
  • In conclusion: this is a milling course based on the workings and practical experiences of a mill. You will not get your qualification without your Logbook being competent

PORTFOLIO OF EVIDENCE (Supplementary notes – compulsory)

This evidence should be kept in an A4 lever arch file, which will serve as a future reference. The notes must be kept in the same sequence as the Logbook when making entries to the journal; it comprises technical data, diagrams, sketches, drawings, task descriptions, pictures, spare parts and fittings, description of work, etc.

All the information must follow the sequence:

Grain grading, fumigation, stock control and storage processes

  • 6 x Grain delivery truck documentation
  • 6 x Weighbridge printout/weight verification documents
  • 6 x Grain grading slips
  • Fumigation certificate
  • Scale calibration certificate
  • Silo stock sheet
  • Silo recon records (gains/losses)
  • Housekeeping records (inspection, audit or corrective action to non-compliance record)
  • Maintenance records of at least four (4) machines
  • Intake flow diagram

Grain cleaning, gristing and conditioning processes

  • Start-up checklist
  • Quality reports
  • Conditioning records (water addition, grists etc.)
  • Inspection records
  • Incident report
  • Maintenance records of at least four (4) machines
  • Screensroom flow diagram

Ensure all milling efficiencies are within quality parameters

  • 4 x Production sheet
  • Record of all products and offal
  • Shift reports (Handovers)
  • Specification list
  • Ensure all quality tests are within parameters (lab report on products)
  • Incident reports
  • Control of the mill system
  • Comply with safety requirements during the milling process (lockout procedures)
  • Mill flow diagram
  • Stock sheets
  • Maintenance records of at least four (4) machines

Quality control processes

  • Specification list
  • Quality results
  • Schedule of tests on finished products
  • Sample register

Add and mix different qualities to meet specifications

  • Specification list
  • Quality results
  • Production statement
  • Bin stocks
  • Stock sheets
  • Stock reconciliation
  • Mix flour or maize to meet customer specification
  • Batching system
  • Flowsheet of system
  • Prepare for various recipes (data sheets of multiple recipes)
  • Cleaning schedule (Sample of flushing/rinsing format)
  • Bin cleaning table/roster
  • Shift report/handover
  • Process flow (bin selection)
  • Checklist
  • Production plan
  • Weighing register
  • Pallet control (all pallets documentation, e.g., exchange, issue etc.)
  • Sample of coding (date & batch)

Milling machine and equipment maintenance and servicing schedules

  • Maintenance schedule (Weekly, Monthly or Yearly)
  • Inspection sheet for conveyors
  • Inspection reports for at least five (5) machines (aspirator, rollermill, bran finisher, purifier etc.)
  • Scale calibration certificates
  • Preventative maintenance plan and records
  • Manufacturer’s manual
  • Sifter internal flows
  • Maintenance records

Use the Logbook as:

  • Management Tool to assess the appropriateness of workplace exposure
  • Discussion document during feedback between student and training officer/mill mentor
  • Progress report
  • Competency declaration for skills acquired as per QCTO
  • Evidence when applying for the trade test


Maintaining the Logbook is the responsibility of the student.  The Logbook must be available for inspection and verification during site visits by SAGMA/AgriSETA and QCTO.

Your Logbook and the Portfolio of Evidence must be handed in with your SAGMA Maize/Wheat 2 (3 & 4) progress questions and again with your SAGMA Maize/Wheat 4 (7 & 8) progress questions.

You will receive a mark for the finished book, determining if you are competent and allowing you to apply for the Trade Test.

The QCTO (Quality Council for Trades and Occupation) added an exam based on scenarios that may occur in a mill and a student would be faced within the new occupation.  The student qualifies to write this exam after completing the SAGMA Trade Test.

The EISA is an:

  • EXTERNAL (performed off-site)
  • INTEGRATED (covers all the course content)
  • SUMMATIVE (evaluates the knowledge students gained at the end of the course)
  • ASSESSMENT (is the method used to assess your knowledge of milling by answering questions based on scenarios that the student will/has been faced with during their practical experience gained).


The EISA exams will take place either in May or November of each year.  A registration fee of R550-00 is payable before you are registered to write the exam.  The student will write the exams at our Head Office in Pretoria.

SAGMA will award the student a certificate of completion after these exams, and an official QCTO certificate will also be issued.

  • Suppose you cannot submit your Logbook and Portfolio of Evidence along with your progress questions for the current semester. In that case, you will be responsible for having the latter documents delivered and picked up at your own cost.
  • SAGMA will only be responsible for the courier costs of Logbooks and Portfolio of Evidence when submitted with assignments (Wheat /Maize 2 (3 & 4) and 4 (7 & 8)).
  • If there is still information outstanding after the Wheat/Maize 4 (7 & 8) submission, the student will have to pay the courier service costs to and from SAGMA.
  • Please remember that you are maintaining the Logbook for your benefit!
  • You will not receive your qualification from QCTO without the completed Logbook.