What To Do When a Participant Doesn’t Pass Your Course
What To Do When a Participant Doesn’t Pass Your Course
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- Last Updated: 02 April 2021
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It’s rare, but it happens. A participant doesn’t meet the standard. The goal isn’t to rescue them with a free pass. It’s to be fair, clear, and helpful—while protecting the integrity of your program and contract.
First steps (same day)
- Confirm the requirement. Point to the written objective and pass mark. If needed, revisit how objectives are framed: Writing Proper Training Objectives.
- Review evidence. Look at the rubric, answers, demo checklist, and any peer or self‑assess input. Keep it about behaviors, not opinions. For options, see The Power of Assessment.
- Have a private conversation. Ask what felt hard, what was clear, and what would help. Keep it short and respectful.
- Check access needs. Consider practical supports (quiet room, larger print, extra time) where appropriate.
Offer a fair retake plan
- Target the gap. Name the exact skill/knowledge missed. Assign a short practice or micro‑lesson.
- Choose the right assessment mode. If a written test tripped them up, try a verbal explain‑back or a 2‑minute demo aligned to the objective.
- Set a date. 7–14 days is usually enough to practice without losing momentum.
- Document the plan. Who does what, by when, and how you’ll measure success.
Need conversational structure for feedback? Warm up with a quick tool like the Presentation Skills Self‑Assessment or run a short, supported peer review.
If several people don’t pass
- Stress‑test the objectives. Are they realistic in the time given? If not, discuss with the client before you change anything.
- Adjust the mix. More practice, less lecture. Switch methods to match preferences: try the VAK Questionnaire and review Seven Learning Styles.
- Re‑check pacing. You may need a full‑day run for deeper practice: Full Day vs. Half Day.
- Change the tools. If tech fails or distracts, move to a flipchart: How to Use a Flipchart.
Communicate with the client
- Share the standard, evidence, and the retake plan (briefly, without personal details).
- Confirm whether certification is required and the allowed number of attempts.
- Record the outcome for your files (date, method, result). Keep it secure.
For transfer after the retake, use the actions in Putting Training into Action.
Scripts you can use
“Thanks for the effort today. The standard for this course is [X]. On today’s check, we didn’t see [specific behavior], so I can’t mark a pass yet. Here’s a short plan and a date for a retake. I’m confident you can get there.”
“Between now and [date], please practice [target skill] using this checklist. We’ll reassess with a 2‑minute demo focused only on that step. I’ll send the rubric so you know exactly what ‘good’ looks like.”
Related tools & products
- Train the Trainer (Full Course) — coaching scripts, practice design, and debriefs.
- The Power of Assessment — low‑stress checks that still show evidence.
- Conflict Style Quiz (Questionnaire) — plan tough conversations.
- Readiness for Change and Assessing Your Organisation’s Culture — if context is the blocker.
FAQs
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