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7/31/2019 SQT Quality Manual
1/82
SQTs Quality Manual
Section 1 Communications
Section 2 Equality
Section 3 Staff Recruitment and DevelopmentSection 4 Access Transfer and Progression
Section 5 Programme Development, Delivery and Review
Section 6 Fair and consistent assessment of learners
Section 7 Protection for Learners
Section 8 Sub-contracting/Procurement Programme Delivery
Section 9 Evaluation of Programmes and Services/Quality Management System
Section 10 Quality
Section 11 Data Protection
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Section 1
Communications
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SQT-P1 Rev 3
Communications Policy
SQT Training is committed to facilitating effective communications with all stakeholders in
our work. Our policy is to ensure that communication with tutors, administrative staff,
learners, customers and external agencies is clear, accurate and timely.
SQT Training believes that good communication is a two-way process that involves
providing clear, accurate information and receiving constructive feedback. To this end we
are committed to providing relevant information on our courses and services to all
stakeholders and encouraging and capturing their feedback, which we utilise to ensure that
our services consistently meet or exceed the needs and expectations of learners and other
stakeholders.
All key SQT records are kept for a minimum of three years.
Relevant Procedures and Work Instructions are:
SOP-P1-1 - SQT Communications with Learners
SOP-P1-2 - SQT Communications with staff
SOP-P1-3 - SQT Communications with Stakeholders
WI-002 Public Course Administration
WI-005 In-House Course Administration
WI-003-Communications-Marketing to Customers
WI-007 Course Assessment Forms
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Procedure Title: SOP-P1-1 Communication with Learners Rev 2
SOP-PI-!
Purpose: This procedure describes how SQT Training ensures there are effective, relevant, accurate and tlearners.
Staff Involved: Course Managers and Tutors
Method(s) used to carry out this procedure Who does it Evidence generated
SQT Trainings website provides information on all availablecourses plus a 6 monthly course schedule with traininglocations, cost and detailed tutor profiles.
Marketing Manager Course Brochure
SQT Website
6-monthly Course T
Course Assessment Forms are completed by each delegateon completion of a course to provide feedback on coursestrengths and weaknesses to both Course Tutor and SQTmanagement. Similar form completed by course tutors.
Learners
Tutor
Course Assessmen
Tutor Report
Communications-Marketing to Customers (WI-003) Marketing Manager Monthly email and f
Advertising in print
Course Assessment Forms (WI-007) Managing Director
Course Managers
Course Assessmen
Course Organisers
Access DatabaseTutor Reports
Weekly KPI Report
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Procedure Title: SOP-P1-1 Communication with Learners Rev 2
SOP-PI-!
Public Course Administration (WI-002) and In-House CourseAdministration (WI-005) detailing all aspects of learnercommunication with SQT training at all stages of the bookingand training process.
Course Manager Enquiry mailsBooking forms
Records of Course
Monitoring
Monitor (Job Title) Frequency Monitoring Method(s)
Course Managers Daily
Weekly
Review of booking system and enquiries
Review of Course Assessment Forms and T
Managing Director Weekly Review of Course Assessment Forms and T
Managing Director Weekly Review Company KPIs (Key Performance I
Tutor Per Course Review of Course Assessment Forms
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Procedure Title: SOP-P1-2 Communication with Staff Rev 2
Purpose: This procedure describes how SQT Training ensures there are effective, relevant, accurate and tTraining Staff.
Staff Involved: Managing Director, Tutors, Administration Staff
Method(s) used to carry out this procedure Who does it Evidence generated
Weekly Staff Meetings Administration Staff Meeting Minutes
Open Items Databa
Email confirmations to tutors will full details of course
arrangements and logistics
Course Managers Email records
Access Database R
Tutor Report completed by course tutor following coursedelivery to provide feedback and suggestions forimprovement
Course Tutors Tutor Report
PIN (Potential for Improvement Notice) completed for anyimprovements to be implemented in either the logistics,organisation or running of a particular course. It showsresponsibility, action and timeframe for completion.
Administration Staff PIN Reports
Academic Committee Meetings Managing DirectorProgrammeManager
Meeting Minutes
Monitoring
Monitor (Job Title) Frequency Monitoring Method(s)
SOP-PI-2
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Managing Director Weekly Meeting Minutes
Open Items Database
Managing Director Weekly Review KPIs (Key Performance Indicators)
SOP-PI-2
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Procedure Title: SOP-P1-3 Communication with Stakeholders Rev 2
Purpose: This procedure describes how SQT Training ensures there are effective, relevant, accurate and tStakeholders (Training venues, Employers of Learners, Awarding bodies etc.) in our Training Act
Staff Involved: Administration Staff, Managing Director, Tutors
Method(s) used to carry out this procedure Who does it Evidence generated by
Weekly Staff Meetings Administration Staff Meeting Minutes
Open Items Database
Course arrangements and confirmations to hotels and
other training venues as appropriate
Course Managers Email confirmations fro
Course Programme review and discussion with Companycourse organisers
Course Managers
Tutors
Course Brochures/Rev
Marketing of 6-monthly SQT Course Calendar (Ref WI 003)
Marketing Manager SQT Training Calendar
Communication with Awarding bodies e.g., FETAC,HETAC, IRCA, FAS, Chamber Ireland, NEBOSH, IOSH,IEMA.
Managing DirectorCourse Managers
Exam Secretary
Reports/Written Corres
Website showing all SQT course offerings and details ofcourses delivered
Marketing Manager Current Website
SOP-P1-3
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Email instructions on layout and logistic requirements forHotel Training Facilities
Course Managers Training Facilities Spec
Approved Venue Log
Emails of course confir
Communications-Marketing to Customers (WI 003)
showing course offerings, dates, locations etc.
Marketing Manager Mailshots/Fax shots
Monitoring
Monitor (Job Title) Frequency Monitoring Method(s)
Managing Director /
Course manager
Weekly Review KPIs
Weekly Staff Meetings
Review Website
Review Calendar (prior to publication)
SOP-P1-3
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Section 2
Equality
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SQT-P2 Rev 3
Equality Policy
SQT Training is committed to providing equality to all learners and staff regardless of their
age, gender, marital status, disability, religion, sexual orientation, race, nationality, or
ethnicity.
SQT Training aim to provide learners and staff with an environment free from discrimination
and harassment and ensures that its policies, procedures and practices do not create any
disadvantage or disincentive to any staff, learners or potential learners.
SQT Training recognise that the learning environment for both staff and learners must be
one that values and promotes individual differences.
Relevant Procedures and Work Instructions are:
SOP-P2-1 - SQT Equality Training
SOP-P2-2 - SQT Equality Planning
WI-010-Staff Recruitment & Development
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Procedure Title: SOP-P2-1 Equality Training Rev 2
Purpose: This procedure describes how SQT Training ensures that staff are aware of equality issues and hequality and combat discrimination
Staff Involved: Tutors, Administrative Staff, Managing Director
Method(s) used to carry out this procedure Who does it Evidence generated
All administrative staff and tutors are provided with a copy ofthe SQT Equality policy. Staff Induction Training (Ref WI -010)
Managing Director Equality Policy (SQ
Training Records
Information to tutors to make tutors aware of equality issuesto combat discrimination and understand their role inembracing diversity
Managing Director/
Marketing Manager
Record of informati
Weekly Staff Meetings Administrative Staff Meeting Minutes
Open Items Databa
Weekly KPIs
Monitoring
Monitor (Job Title) Frequency Monitoring Method(s)
Managing Director/Course
Managers
Per Course Feedback on Course Assessment Forms
Tutor Reports
Customer visits
Managing Director 6-monthly Review Training Records
Managing Director Annually Review Equality Policy
SOP-P2-1
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Section 3
Staff Recruitment and
Development
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SQT-P3 Rev 3
Staff Recruitment and Development Policy
SQT Training will pursue employment policies and practices that will promote equality of
opportunity. In addition, SQT Training will ensure that personnel practices, covering such
areas as recruitment and selection, training and development, terms and conditions of
employment of full-time and part-time staff, reflect the principles of our Equality and other
policies.
Selection for employment, promotion, training or any other benefit will be based solely on
aptitude and ability.
The aim of this policy is to help all staff to develop their full potential so the talents and
resources of SQT Training can be fully utilised to maximise the efficiency of our organisation
and the services we provide to our customers.
Relevant Procedures and Work Instructions are:
SOP-P3-1 - SQT Staff Recruitment and Allocation
SOP-P3-2 - SQT Staff Induction
SOP-P3-3 - SQT Staff Development
SOP-P3-4 - SQT Organisation
WI-010-Staff Recruitment & Development
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Procedure Title: SOP-P3-1 Staff Recruitment and Allocation Rev 2
SOP-P3-1
Purpose: This procedure describes how SQT Training recruits, allocates and monitors new members to the
Staff Involved: Managing Director, Programme Managers/Tutors, Administrative Staff
Method(s) used to carry out this procedure Who does it Evidence generated
Website (Vacancies section) Marketing Manager Current Website
Selection of Programme Managers/Tutors Managing Director
ProgrammeManagers
Details of Academic
Meeting minutes
References
Tutor Business Agr
Course Tutors Competency Criteria to ensure trainers areselected for their academic, training and practical hands-onexperience relevant to their field of training.
Managing Director Programme Delivercourse tutors
Course Assessmen
Selection of Administration Staff Managing Director Job Advertisements
Job Descriptions
Applicant CV Datab
Shortlists of Applic
Interview Records
Monitoring
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Procedure Title: SOP-P3-1 Staff Recruitment and Allocation Rev 2
SOP-P3-1
Monitor (Job Title) Frequency Monitoring Method(s)
Managing Director Per Course Review Course Assessment Forms per tuto
Managing Director Every 6 months Review Meeting with Programme Managers
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Procedure Title: SOP-P3-2 Staff Induction Rev 2
Purpose: This procedure describes how SQT Training provides induction training
Staff Involved: Administration Staff, Programme Managers, Tutors, Managing Director
Method(s) used to carry out this procedure Who does it Evidence generated
Meetings/Induction Pack for all new ProgrammeManagers/Tutors
Induction training for all new Administration staff
Competent Staff Minutes meetings
Training Records
Monitoring
Monitor (Job Title) Frequency Monitoring Method(s)
Managing Director Weekly KPI performance
SOP-P3-2
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Procedure Title: SOP-P3-3 Staff Development Rev 2
Purpose: This procedure describes how SQT Training ensures that our staff training, development and supaddressed.
Staff Involved: Administration Staff, Tutors, Managing Director
Method(s) used to carry out this procedure Who does it Evidence generated
Review of training, development and support needs Managing Director Review meetings toratings/feedback antraining and develo
Training Plan
Training budget
Consultancy Tutors Various Data
Attendance on training Courses All Updated Tutor CVs
Training Records
Monitoring
Monitor (Job Title) Frequency Monitoring Method(s)
Managing Director 6 monthly Review meetings with Tutors/Administration
SOP-P3-3
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Procedure Title:SOP-P3-4
SQT Organisation Rev 5 Date: 25 Nov08
SQT Governing Body
Academic Committee Examination Board SQT AdministrationTutors
SQT Governing Body
Lily Collison MA, MSc
Siobhan Cunningham ND Electronics
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Procedure Title:SOP-P3-4
SQT Organisation Rev 5 Date: 25 Nov08
SQT Academic Committee
There are ten SQT Academic Committees. The Academic Committees report to the SQT Governing
Body.
In each case, the Academic Committee consists of the relevant Programme Manager and SQT
Director. The current Programme Managers are as follows:
Subject Area Programme Manager
Six Sigma / Lean John RyanContinual Process Improvement Albert Plant
Project Management Liam Dillon
Quality / Health & Safety / Environment / Management Systems /Energy Management
Gerry Higgins
Occupational Health Gloria Grace
Leadership & Personal Development Skills Janet Grene
Food Safety / Nutrition Denis Kiely
Laboratory Liam O'hAlmhain
Healthcare 1 Mary Rose O'Mahony
Healthcare 2 John Lafferty
Role of the Academic Committee
The Academic Committee is responsible for all aspects of the academic integrity of all
programmes/courses. A number of formal meetings of the committee are held to ensure
compliance with SQT and relevant external procedures.
For the approval of new programmes, the Academic Committee for that subject area meets each
time there is a proposal to ensure that it is designed and approved in accordance with SOP-P5-2.
For the ongoing monitoring of programmes, the Academic Committee for HETAC accreditedcourses meets twice per year to conduct the biannual review in accordance with SOP-P5-1. For
other courses, the Academic Committee meet at an appropriate frequency.
SQT Examination Board HETAC accredited courses
The SQT Exam Board consists of:
- SQT Director
- SQT Examination Secretary- Relevant Programme Manager- Relevant External Examiner
SQT Examination Board FETAC accredited courses
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Procedure Title:SOP-P3-4
SQT Organisation Rev 5 Date: 25 Nov08
The SQT Exam Board (Results Approval Board) consists of:
- SQT Director- SQT Examination Secretary
Role of SQT Examination Board:
- Ensure the fair and consistent assessment of learners
Role of External Examiner:- Moderate assessment process to ensure fair and consistent assessment of learners- Evaluate effectiveness of assessment of learners to ensure compliance with awarding bodys
standards
- Issue annual external examiners report
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Procedure Title:SOP-P3-4
SQT Organisation Rev 5 Date: 25 Nov08
SQT Administration
Eilish CumminsCourse / Systems
Manager
Aishling KellyCourse/Marketing
Manager
Lisa KeatingCourse Manager
Kim FeehanAccounts
Administrator /Course Manager
Frances KilleenCourse Materials
Manager
Margie SheehanCourse Materials
Mgt. SystemDevelopment
Process Efficiency
IT SystemAdministration, Server,
Network, Telephone
Website / AccessMaintenance
Outside Agency ExamSecretary Co -ordinator
Database Administration
Marketing Administration(Mailshots, Faxshots,
Calendar)
Website / AccessMaintenance
In-House Sales / AdminPublic Courses Sales/
Admin
Searches/Key words/speed
Website Development
In-House Sales / AdminPublic Courses Sales/
Admin
QuickbooksAdministration
Accounts PayableAccounts Receivable
Procurement AdminSuppliers/Pricing Neg
Master LibraryMaintenance
Course Manual PrepCourse Training Kits
PhotocopierMaintenance
Course Manual PrepCourse Training Kits
PhotocopierMaintenance
In-House Sales /Admin
Public Courses Sales/Admin
Tutor ReportingCourse Quality Metrics
Marketing Administration(Mailshots, Faxshots)
Public Courses Sales/Admin
In-House Sales / Admin
SQT Administration Staff
Sinead ClintonCourse Manager
Public Courses Sales/Admin
In-House Sales / Admin
Ann GriffinCourse Materials
Course Manual PrepCourse Training Kits
PhotocopierMaintenance
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Section 4
Access Transfer and
Progression
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SQT-P4 Rev 3
Access, Transfer and Progression Policy
SQT Training aim to ensure that all potential learners can avail of fair and transparent entry
arrangements to all courses. This will be achieved by providing learners with accurate and
reliable information that will enable them to plan their learning on the basis of clear
understanding of information such as the awards available, the objectives of the courses, themain subject matters covered and timescales involved.
As a provider of Special Purpose/Minor FETAC/HETAC Awards, at present SQT Training
does not grant credits for recognition of prior learning. We are committed to meeting
FETAC/HETAC requirements in this regard.
Relevant Procedures and Work Instructions are:
SOP-P4-1 - SQT Information Provision
SOP-P4-2 - SQT Learner Entry Arrangement
WI-003-Communications-Marketing to Customers
WI-024-Review of Course Applications
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Procedure Title: SOP-P4-1 Information Provision Rev 2
Purpose: This procedure describes how SQT Training ensures that learners have sufficient information on associated services to allow them to make informed choices
Staff Involved: SQT Administration Staff, Programme Manager, Tutors, Managing Director
Method(s) used to carry out this procedure Who does it Evidence generated
Course Brochures
These give an overview of the course, the mainlearning objectives of the course and a description of
the types of learners e.g. job function, priorknowledge/experience etc. who should considerattending.
These also identify any certificates or professionalqualifications that will be achieved by attending thecourse.
Discussion with delegates at course booking stage on coursecontent and assessment methods
Introduction to course by tutor at course commencement
Administration Staff
Administration Staff
Course Tutor
Course Description
Course Objectives
Who should attend?Assessment Metho
6-monthly calendar (dates, locations, durations, costs) Marketing Manager Calendar records (o
Website Marketing Manager Current website (ww
SOP-P4-1
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Monitoring
Monitor (Job Title) Frequency Monitoring Method(s)
Managing Director /
Programme Manager
6 monthly Review of course brochures prior to publica
calendars
SOP-P4-1
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Procedure Title: SOP-P4-2 Learner Entry Arrangements Rev 2
Purpose: This procedure describes how SQT Training ensures that learner entry requirements are clearly iprospective delegates and these arrangements are fair and transparent.
Staff Involved: Administration Staff, Programme Managers and Managing Director
Method(s) used to carry out this procedure Who does it Evidence generated
Course Brochures
These give an overview of the course, the main learning
objectives of the course and a description of the types oflearners e.g. job function, prior knowledge/experience etc.and who should consider attending.
Training proposals also identify any maximum coursedelegate numbers.
Administration Staff Course Description
Course Objectives
Assessment Metho
Who should attend?
6-monthly calendar (dates, locations, durations, costs) Marketing Manager Calendar records (o
Website Marketing Manager Current website (ww
Monitoring
Monitor (Job Title) Frequency Monitoring Method(s)
Managing Director/Programme Managers
6 monthly Review of course brochures prior to issuing
SOP-P4-2
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Section 5
Programme
Development, Delivery
and Review
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SQT- P5 Rev 3
Programme Development, Delivery and Review Policy
SQT Training aim to ensure that the courses they offer are developed, delivered and
reviewed consistently, professionally and safely. SQT Training believe that programme
development and delivery should focus on a number of critical criteria, namely;
Identification of learner needs i.e. knowledge, skills and behaviour to be disseminated.
Development of effective evaluation methods to assess learning achieved.
Determination of learning methodologies that facilitate the learning process.
Generation of learning materials of the highest quality.
Delivery of programmes in a relevant, competent and consistent manner in a safe
environment.
To this end, SQT Training has developed detailed guidelines and procedures that detail the
processes required when developing, delivering and reviewing approved programmes.
SQT Training pay particular attention to the feedback of our learners, staff and tutors as a
method of identifying opportunities to continually improve the quality and effectiveness of the
courses and services we deliver.
Relevant Procedures and Work Instructions are:
SOP-P5-1 Ongoing Monitoring of Programmes (Programme Review)
SOP-P5-2 Programme Development
SOP-P5-3 Programme Delivery and Maintenance of Learner Records
WI-002 Public Course Administration
WI-005 In-House Course Administration
WI-006 Management of Course Materials
WI-007 Course Assessment Forms
1
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Procedure Title: Ongoing Monitoring of Programmes Rev 2 Date: 26 NovSOP-P5-1 (Programme Review) 2008
1.0 PURPOSE
To outline the process to be applied for ongoing formal monitoring of SQT training
courses.
2.0 DEFINITIONS
Programme Review The process whereby SQT reflects on its courses to ensure
their continued relevance
3.0 PROCEDURE
3.1 Ongoing monitoring of Programmes is carried out in two ways:
- Weekly Programme Review
- Biannual Programme Review for HETAC accredited courses. At
appropriate frequency for all other courses
3.2 The Weekly Programme Review is conducted to monitor the performance of each
individual course immediately following delivery. The Course Assessment Forms
(completed by the Learners on the course), are reviewed by the Tutor, the Course
Manager and the SQT Director. The Tutor report is reviewed by the Course Manager
and the SQT Director. The feedback from these reviews are actioned and changes
made to course materials/delivery where appropriate. Quality course ratings are
inputted into weekly KPIs which are reviewed at weekly meetings.
3.3 The Biannual Programme Review is conducted by the Academic Committee after the
January to June and July to December delivery periods (and at other times as
deemed necessary). The Academic Committee shall review SQTs training and
development portfolio to ensure its current offerings continue to be relevant to
learners and match the need of the markets and sectors it serves. This review shall
include that courses remain current and valid in the light of developing knowledge in
the discipline and practice of its application.
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Procedure Title: Ongoing Monitoring of Programmes Rev 2 Date: 26 NovSOP-P5-1 (Programme Review) 2008
3.4 Inputs to Biannual Programme Review include :
Feedback from awarding bodies ( eg IRCA, NEBOSH, IOSH, FETAC, HETAC, IEMA,
ILM)
Tutor reports
Course Assessment Forms (completed by Learners)
KPIs (Key Performance Indices, completed weekly)
PINs (Potential for Improvement Notices)
Assessment Pass Rates
Review of course brochure
Verbal/written communications from companies who book learners onto training
courses
Feedback from SQT Tutors and Course Managers
Review of new developments in training delivery
Research into programmes offered by other providers
3.4 Outputs from Biannual Programme Review include:
No change to existing course. A hard copy of the course brochure will be signed by
the Managing Director and Programme Manager as evidence of the course brochure
having been reviewed and no change required.
Plans for changes to existing courses. (Plans for changes will be submitted to
awarding bodies as required)
Plans for design of new courses. (Ref SOP-P5-2)
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Procedure Title: Programme Development Rev 4 Date: 15 Jan 08SOP-P5-2
1.0 Purpose
To outline the process for Programme Development within SQT Training.
Programme Development is carried out in two phases:
Design, development and approval of Course Specification (For HETAC approved
courses, the Programme Submission Document is the course specification. For
other SQT courses, the course brochure is the course specification.)
Design, development and approval of Course Materials
2.0 Definitions
Academic Committee SQT Managing Director and Programme Manager in
that subject area
Course Manager The individual assigned with the administrative
responsibility for a course
Programme Manager The individual assigned with the academic
responsibility for a group of courses. (This person may
also be the tutor and the subject matter expert)
Course Material This includes Delegate manuals; Tutor Manuals;
Powerpoint slides; Case study (where applicable);
Assessment (where applicable); Standards (where
applicable); Handouts. etc.
Master Course A master list of courses. This shows SQTs current
Register portfolio of courses. It is maintained on SQTs access
database
Programme Submission The Document describing a course in detail submitted
Document to HETAC for course approval
Course Brochure Course specification including background, courseobjectives, who should attend, course programme,
course tutor and course times
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Procedure Title: Programme Development Rev 4 Date: 14 Jan 08SOP-P5-2
Course File File containing course specification; design and
development review meeting minutes; course approval
letters etc.
3.0 Design, Development and Approval of Course Specification
The following flowchart provides an overview of the process for the design,
development and approval of new or revised course specifications.
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Procedure Title: Programme Development Rev 4 Date: 14 Jan 08SOP-P5-2
Process
Create Course
Design Specification
Approved ?
No
Make Amendments
Yes
Record
Communication from
Outside Body / Customer
Course File
Course Design
Specification
Specification Sign
Off
Responsibility
Academic Committee
Programme Manager
Academic Committee
Idea
Open Course File
Market Demand/
Demand for
Change(s)
External Approval
Required ?
Correspondence
from External Body
Systems Manager
Academic Committee
Design, Development and Approval of Course Specification
Submit to External
Body
Approved ?
No
Make Amendments
Yes
Managing DirectorCorrespondence
from External Body
No
Yes
Add to Master
Course Register
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Procedure Title: Programme Development Rev 4 Date: 14 Jan 08SOP-P5-2
3.1 Ideas for the development of new courses come from Customers, Course Tutors,
Programme Manager, SQT Director or Course Manager. They often result from the
ongoing monitoring of courses (SOP P5-1).
3.2 Each proposal is evaluated by the Academic Committee for the course to see if it
satisfies the following criteria:
Relevance of course to SQTs mission statement and strategic plans
Alignment with National Framework of Qualifications
Accreditation body requirements
Relevance of the course to the Irish, European and International
labour markets
Learner demand for course
Implications of providing new courses including human resources, IT
requirements, financial implications, physical and support facilities
Relationship of proposed course to be developed with other courses
offered by SQT.The outcome of this deliberation can be to approve the development of a new
course.
3.3 When the decision has been taken to develop a new course, a course file shall be
opened under the Systems Manager, and shall be updated as design and
development progresses.
3.4 The Programme Manager shall create a course specification.
3.5 (a) A design review meeting shall be held by the Academic Committee to approve all
newly developed course specifications. Minutes shall be maintained to record all
actions identified and agreed.
(b) If a course specification is not approved, the Programme Manager is responsible
for making any necessary amendments and the revised course specification is
resubmitted to the Academic Committee. The course file shall be updated
accordingly.
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Procedure Title: Programme Development Rev 4 Date: 14 Jan 08SOP-P5-2
3.6 For courses requiring external accreditation (e.g., IRCA, NEBOSH, IOSH, IEMA, ILM,
FETAC, HETAC), the Managing Director is responsible for ensuring that all
accreditation requirements of the external body are met.
3.7 Design, Development and Approval of Course Materials
The following flowchart provides an overview of the process for the design,
development and approval of course materials.
Develop Course Material
Approved ?Make AmendmentsNo
Yes
1st Course Delivery(Pilot)
Course Management
Review
Approved NoMake Amendments
Yes
Course
Material
Review
Minutes
Course
Assessment Forms
& Tutor Report
Review
Minutes
Programme Manager / Tutor
Programme Manager
Academic Committee
Academic Committee
Academic Committee
Course File
Course Master
Register
Course Approved
Tutor
All ongoing requirements of
external body, (e.g.,
HETAC, FETAC etc.) met.
Managing Directore.g. Self
Evaluation
Report, External
Evaluation Report
Design, Development and Approval of Course Materials
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Procedure Title: Programme Development Rev 4 Date: 14 Jan 08SOP-P5-2
3.8
e
d
nning of assessment to
nsure that the course meets its intended learning outcomes. Refer to procedure
3.9
first course delivery for inclusion in the course management
review. Learner Course Assessment Forms shall be maintained and subject to a
3.10 e
ms, and
tutor feedback but shall include a rigorous review of delegate and tutor manuals.
.13 Any actions arising from a Course Management Review shall be implemented by the
.1 The use of any copyrighted marks for advertising is agreed in advance with the
The Programme Manager shall develop the relevant course material working with
other subject matter experts where appropriate. Where tutors other than the
Programme Manager will be involved in course delivery, they should be involved
where practical in the course development. All new course material shall be
consistent with the layout and style of existing material and should be electronically
backed-up at regular intervals during course development. Development of course
material shall include consideration of mode of delivery and pedagogy relevant to th
course (skills and knowledge required in the science and principles of education an
training). Development of course material shall include pla
e
SOP-P6-1 Fair and Consistent Assessment of Learners.
In all cases, the Programme Manager is responsible for briefing Tutor(s) prior to
delivery. Tutor(s) shall be responsible for making appropriate notes, in the Tutor
Report, during the
rigorous review.
The Programme Manager shall convene a Course Management Review following th
first delivery of a new course. The purpose of the review shall not be limited to
reviewing the performance of the course, Learner Course Assessment For
Minutes of such reviews shall be maintained and stored in the course file.
3
Programme Manager.
4 ADVERTISING
4
relevant agency/body.
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Procedure Title:SOP-P5-2
Programme Development Rev 4 Date: 14 Jan 08
4.2 Any promotion, advertising of approved courses is agreed in advance between SQT
and the relevant awarding body (eg IRCA, NEBOSH, IOSH, FETAC, HETAC, IEMA,
ILM).
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Procedure Title:SOP-P5-3
Programme Delivery andMaintenance of Learner Records Rev 4 Date: 1 Oct
2008
1.0 PURPOSEThis procedure describes the process for delivery of SQT courses andmaintenance of learner records.
3.0 DEFINITIONS
N/A
4.0 PROCEDURE
4.1 Course Planning
4.1.1 The Managing Director/Marketing Manager shall develop a 6-monthlytraining calendar with Programme Managers in approximately Marchfor the forthcoming July to December calendar and October for theforthcoming January to June calendar.
4.1.2 The Course Manager shall confirm all public course dates with tutorsvia a course confirmation sheet which the relevant tutor signs. TheCourse Manager is responsible for booking of training facilities (hotels)for public courses.
4.1.3 The Marketing Manager is responsible for the production anddistribution of the training calendar and course brochures. The mostup-to-date copy of each course brochure is available on the website.
4.1.4 The Course Managers are responsible for managing the bookingprocess with customers for both public and in-house courses.
4.1.5 For public courses, tutors may need to contact a prospective delegateto discuss specific technical elements of a course, in advance of adelegate making a booking,
4.1.6 For all in-house courses, the Tutor must contact the client company atleast two weeks in advance of the course to discuss and confirm thecourse content. For courses with on-site practical work e.g. InternalAudit, the tutor must also obtain relevant documentation, procedures,etc
4.1.7 All course material should be submitted to SQT at latest 10 workingdays to course delivery. Materials should be submitted as follows;
1. MANUALEach manual will show a revision level. This revision level will be
referenced on the Contents Page of the manual (ideally as a footer atthe bottom of the page)
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Programme Delivery &Maintenance of Learner Records
Rev 4 Date: 1 Oct 2008
2. TABLE OF CONTENTS PAGEEach manual should have a table of contents page - this contents pageshould contain the "manual revision" as the footer. The course table ofcontents contains the course title, plus a list of all course material,notes and slides.
The following headings are ideally required for the Contents
Section No
Section TitleReference No (if relevant)Rev NoNo of Pages
3. SECTIONS IN THE MANUALEach Section within the manual is to reflect the Contents Page - itshould contain;a) Title of the Section on page 1. Each page of the section shouldcontain a "footer" with the following information;b) Reference - this can be an abbreviation of the section title or aunique numberb) Rev Level of section -again a unique number or date, which willchange as amendments to the section are carried outc) Page numbers as follows. This format would be best. (WordDocuments : 1 of 66, 2 of 66 etc), (PowerPoint Documents : 1 of 66, 2of 66 etc Slide No's)
4. LAYOUT OF TEXT/SLIDE FOR EACH SECTIONIf using Word Documents - maintain a 3 cm Margin on the Left Handside of the page to facilitate the punching process
If using PowerPoint Documents - Ideally Print with 2 slides to a page or1 Slides with Notes sections below. If printing One slide to a page,please ensure it has a 3 cm border from the edge to be punched toavoid infringement on the slide text.
4.1.8 The Material Manager maintains a master copy of course materialcontaining the most up-to-date revision and old versions are madeobsolete.
4.1.9 The Materials Manager is responsible for supplying copies of all
relevant course material including manuals, course assessment forms,
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Programme Delivery &Maintenance of Learner Records
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smile cards, writing instruments, etc. direct to the training courselocation/venue.
4.1.10 The Materials Manager is responsible for providing the tutor with acopy of the course notes for his/her own use during the course.
4.1.11 If a course contains pre-course material, it is the responsibility of theCourse Manager to forward it to all confirmed delegates in a timelymanner, in advance of course commencement.
4.1.12 All course material is to be produced to a consistently high qualitystandard and presented in SQT presentation folders.
4.1.13 The Tutor is responsible for double-checking and ensuring that thecorrect issue and revision of the relevant powerpoint slides are on thelaptop, and a backup copy is available. The Tutor is responsible forensuring that all presentation equipment needed is available andworking.
4.1.14 If a decision is taken by the Course Manager not to proceed with apublic course (mainly as a result of insufficient delegate numbers),delegates are contacted and offered a transfer to a similar course onanother date or course fees are refunded.
4.1.15 Where reasonable, learners will be accommodated and facilitated toundertake courses with SQT without prejudice.
4.1.16 Special requirements should be flagged to SQT prior to a learnerbooking a place on an SQT Training programme so that all efforts willbe made to fully accommodate any special needs and conditions in aco-ordinated and planned way.
4.1.17 SQT Training will accommodate non-English speaking learners wherethis is reasonable. Translators are welcome once a request is madeprior to booking a place on a course and once the translator isapproved by SQT Training.
4.1.18 Where there is a demand for our courses to be delivered in a foreignlanguage (non-English), SQT Training will endeavour to provide thisthrough the use of approved translators.
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Procedure Title:SOP-P5-3
Programme Delivery &Maintenance of Learner Records
Rev 4 Date: 1 Oct 2008
4.2 Training Facilities & Resources (incl Health & Safety)
4.2.1 The Course Manager is responsible for selecting course venues whichmust satisfy SQTs training and development requirements. Onlyvenues which satisfy this specification shall be approved and used
4.2.2 Public Training locations are required to provide adequate facilities and
equipment to ensure the health and safety of both SQT tutors andlearners and any non-adherences to this rule should be recorded onthe Course Tutor Report so that immediate corrective action can beimplemented. SQTs Safety Statement ( SQT P10) and Incident &Accident Reporting and Investigation procedures (SOP-P10-1) apply toall SQT specified training locations.
4.2.3 All public training locations must facilitate full and easy access to alllearners regardless of physical disability.
4.2.4 For in-house courses, the Course Manager will work closely with the
client organisation to ensure that the training venue specifications aremet. Responsibility for ensuring these requirements are delivered lieswith the client organisation.
4.2.5 All SQT public training facilities are set up as per Training FacilitiesSpecification S-001 unless otherwise specified by Course Tutor. Theset-up is designed to maximise learner involvement in the trainingprocess and tutor interaction with delegates.
4.3 Course Delivery
4.3.1 At the start of each course the Tutor must cover health and safetyprecautions to be followed during the course, point out fire exits, etc.
4.3.2 Each delegate who attends a course receives a delegate manual whichincludes a copy of the slides/notes used throughout the course.Handouts may be provided and retained by delegates.
4.3.3 All course assessment must be carried out per SOP-P6-1 (Fair &Consistent Assessment of Learners).
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Programme Delivery &Maintenance of Learner Records
Rev 4 Date: 1 Oct 2008
4.4 Learner Records
4.4.1 Delegates must complete a Course Assessment Form on completion ofthe course. The tutor collects the completed forms and returns them tothe Course Manager for analysis and review.
4.4.2 At each public course the Tutor must mark the delegates attendancelist to indicate all delegates present. On in-house courses anattendance list must be passed around and the tutor should confirmthat all those in attendance have their names accurately recorded. Adatabase of attendees on both public and in-house courses ismaintained by course title and date in SQT Training.
4.4.3 All delegates are issued with an SQT Certificate of Attendance.Records of all certificates issued by SQT Training shall be maintained.
4.4.4 Any data required by any outside body for production of awards,funding of courses, statistical analyses etc (eg FAS, FETAC, ChambersBusiness School) must be collected. The Exam Secretary or CourseManager is responsible for informing the tutor of same.
4.5 Course Performance
4.5.1 The tutor report affords the tutor with the opportunity to reflect on andreview the effectiveness of his/her work and seek improvement. Fromthe course assessment forms any specific delegate comments whichcould improve course performance should be included in the Tutorreport and used as an input to subsequent course reviews.
4.5.2 From the Learner Course Assessment Forms, the Course Manageranalyses and prepares a score for each course delivered.
4.5.3 On In-House training courses, feedback from the course organiser issought by telephone first and failing that by email. (The courseorganiser may/may not have actually attended the course).
4.5.4 The Course Manager shall bring to the Managing Directors immediateattention any adverse course performance gleaned from any of thesources above. The PIN system shall be used for corrective action.
4.5.5 If a course does not achieve the desired minimum rating of 4.0 then adiscussion will take place between the course manager and the tutorand a PIN raised (Performance Improvement Notice). In certain
circumstances, at the discretion of course manager/tutor and subject tono adverse comments being received on the course assessment forms,
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Programme Delivery &Maintenance of Learner Records
Rev 4 Date: 1 Oct 2008
a PIN will be deemed to be unnecessary, notwithstanding the fact thatthe overall score was less than 4.0.
4.5.6 The details of any enquiries re courses received directly by tutors shallbe given to the Course Manger for processing
4.5.7 When visiting a client company, where possible, the Tutor is toascertain the correct contact person for the following functions; training,environment, quality, and health and safety and complete theInformation Sheet. This information is used to ensure the customer
contact details are kept up to date on the SQT Training database.
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Section 6
Fair and consistent
assessment of learners
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SQT- P6 Rev 4
Fair and Consistent Assessment of Learners Policy
SQT Trainings policy is that all learners should receive fair and consistent assessment of
their achievement of the learning objectives defined for our programmes.
SQT Training has developed guidelines and procedures describing in detail the approach to
be taken when assessing learners on approved programmes.
Learners will be made aware of the methods of assessment and their responsibilities for
achieving and demonstrating the achievement of the required knowledge and skills.
Special circumstances of students will be taken into consideration and our procedure will
detail guidelines for approaches and acceptable facilitation of special needs.
Evidence of assessment will be maintained where appropriate to allow verification and
validation of the assessment process by both internal and external agencies and for review
in the case of appeal by learners.
External Examiners and External Authenticators will be appointed in accordance with SOP-
P6-1. They will moderate for all HETAC and FETAC courses respectively.
Relevant Procedures and Work Instructions are:
SOP-P6-1 - SQT Fair and Consistent Assessment of Learners
SOP-P5-3 - SQT Programme Delivery & Maintenance of Learner Records
WI-023-Fair and Consistent Assessment of Learners on HETAC accredited courses
WI-025-Fair and Consistent Assessment of Learners on FETAC accredited courses
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Procedure Title: SOP-P6-1 Fair and Consistent Assessment of Learners Rev 4
SOP-P6-1
Purpose: The purpose of this procedure is to ensure that fair and consistent assessment of learners is provide
Staff Involved: Administration Staff, Programme Manager, Tutors, Examination Secretary, External examine
Method(s) used to carry out this procedure Who does it Evidence gen
SQT manage exams/awards by a number of awarding bodies.The exact requirements of each awarding body will be followedto ensure that the assessment process for each awarding bodyis managed effectively and efficiently.
6.1 Coordinated Planning of Assessment
Assessments are planned at programme design stage to ensurethat they reflect the course content, delivery and the needs oflearners.
Detailed Work Instructions covers HETAC accredited courses(WI-023) and FETAC accredited courses (WI-025)
Examination Secretary
Managing Director
Programme Manager
Managing Director
Examination Secretary
Course Desigminutes
Assessment R
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Procedure Title: SOP-P6-1 Fair and Consistent Assessment of Learners Rev 4
SOP-P6-1
6.2 Information to Learners
Detailed information for assessment of learners is available:
- In the course brochure
- On the SQT website www.sqt.ie and
- During the delivery of the training courses.
Tutors
Course Managers
Examination Secretary
Course Broch
SQT Website
Training progr
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Procedure Title: SOP-P6-1 Fair and Consistent Assessment of Learners Rev 4
SOP-P6-1
6.3 Security of Assessment Related Processes and Material
All assessment masters are securely stored in SQT Trainingunder the specific Course file and with the course tutor.Learners do not have access to assessment modules prior tothe assessment.
The SQT tutor or SQT administrator directly supervises allassessments either during course or after course completion asappropriate.
Learner assessment material is sent by registered post or it isdirectly hand transmitted by the tutor to the SQT office and viceversa
Records of assessment for each delegate are maintainedsecurely in hard copy files under course name and number.
Results of assessments are maintained electronically andbacked up onto removable media for storage.
Assessment records, whether electronic or paper aremaintained for 3 years.
Tutors
Examination Secretary
Assessment m
Project/Assign
Course Asses
SQT Access R
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Procedure Title: SOP-P6-1 Fair and Consistent Assessment of Learners Rev 4
SOP-P6-1
6.4 Reasonable Accommodation
Where reasonable, learners will be accommodated andfacilitated to undertake assessment without prejudice.
Special requirements should be flagged to SQT prior to alearner booking a place on an SQT Training programme so thatall efforts will be made to fully accommodate any special needsand conditions in a co-ordinated and planned way.
Details on reasonable accommodation are available on SQTwebsite
Tutors
Course Managers
Exam Secretary
SQT Website
Training of sta
Management
6.5 Consistency of Marking between Assessors
SQT will endeavour to ensure that assessors are markinglearner assessments in a consistent fashion.
For example on a random audit basis, a tutor not directlyinvolved in the course assessment process, will independentlyreview assessment results to ensure the consistency of markingof paper based assessments. This audit e.g., will evaluate if theassessment is following the model answers and markingschemes for that specific course.
This role is also fulfilled by the External Examiner on HETAC
courses and External Authenticator on FETAC courses
Tutors
External Examiner(HETAC)
External Authenticator(FETAC)
Records of As
Reports of ExAuthenticator
6.6 Assessment performed by Third Parties
At present assessments are not carried out by 3rd partiesemployed by SQT Training.
Managing Director N/A
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Procedure Title: SOP-P6-1 Fair and Consistent Assessment of Learners Rev 4
SOP-P6-1
6.7 Internal Verification
6.8 External Authentication / External Examiner
SQT operate all FETAC assessments per FETAC guidelines.Refer to WI-025
SQT operate all HETAC assessments per HETAC guidelines.Refer to WI-023
Internal Verific
Reports of ExAuthenticator
6.9 Feedback to Learners
Learners are given timely feedback on their performance
directly by tutors during course delivery.Learners are given timely feedback on results of theirassessment by SQT Exam Secretary. Refer to WI-025/WI-023
Tutors
Exam Secretary
Statement of r
6.10 Learner Appeals
The Learner appeals process is documented on the SQTwebsite for FETAC and HETAC assessment processes.
The Learner appeals process is documented on the NEBOSHwebsite for the NEBOSH assessment process.
Tutors
Exam Secretary
Course Managers
External Examiner(HETAC)
External Authenticator(FETAC)
Records of ap
Records of de
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Procedure Title: SOP-P6-1 Fair and Consistent Assessment of Learners Rev 4
SOP-P6-1
6.11 Results Approval
All approved results will be submitted to FETAC and HETAC bythe Exam Secretary per FETAC and HETAC guidelines and WI-023 and WI-025
Exam Secretary
Managing Director
Results record
6.12 Corrective Action
Any non-conformance identified during the assessment processwill be recorded on a PIN form (Potential for Improvement). Thiswill identify the course/programme, the date, the details of non-conformance.
SQT staff will meet to review the non-conformance to determineits validity, root cause and potential impact.
Based on this meeting a corrective action will be agreed toinitiate immediate response and action required to preventrecurrence of the cause.
FETAC/HETAC will be notified as required of any identified non-conformance and the agreed corrective actions
Tutors
Course Managers
Exam Secretary
Managing Director
PIN forms
Minutes of Co
Record of notappropriate)
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Procedure Title: SOP-P6-1 Fair and Consistent Assessment of Learners Rev 4
SOP-P6-1
Monitoring
Monitor (Job Title) Frequency Monitoring Method(s)
Tutors
Course Managers
Exam Secretary
Managing Director
External Authenticator (FETAC)External examiner (HETAC)
Every six months Course Review Meetings
Review of Records
Training Records
Review of Internal Audit Reports
Minutes exam board meetingsExternal Authenticator report
External examiners annual report
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Work InstructionTitle: WI-023
Title : Fair and ConsistentAssessment of Learners onHETAC accredited courses
Rev 4 Date: 12 Aug2008
Page 1 of 5
Purpose: This work instruction covers requirements for HETAC accredited coursesover and above requirements specified in SOP-P6-1.
1.0 SCOPEThis work instruction describes the process for assessment of learners onHETAC accredited Courses
2.0 REFERENCES / ATTACHMENTSN/A
3.0 DEFINITIONSN/A
4.0 RESPONSIBILITYThe Examinations Board is responsible for the fair and consistent assessmentof Learners on HETAC accredited courses. The examinations board willoperate per HETAC guidelines.
5.1 Assessment of Project Proposal and Written Project Report
One Lecturer assesses the Project Proposal and Written Project Report. Internalcalibration is carried out between Lecturers by Programme Manager to ensure thereis fair and consistent assessment of Learners.
5.2 Assessment of Oral Presentation (Black Belt Level 8 and Black Belt Service &Transaction Level 8)
A Project Presentation day is organised by SQT Training. The Formal OralPresentation is made by the Learner to an audience drawn from:
Class peers
Project Champion from the Learners own organisation
SQT Managing Director, and
Programme Lecturer
Marks are allocated by SQT/ASST personnel based on the quality of the Learnerspresentation demonstrating their use and understanding of Six Sigma Methodologyand Tools and their ability to handle questions from the audience. If the audience do
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Work InstructionTitle: WI-023
Title : Fair and ConsistentAssessment of Learners onHETAC accredited courses
Rev 4 Date: 12 Aug2008
Page 2 of 5
not have questions, the Programme Lecturer will ask questions of the Learner. Againinternal calibration is carried out by Programme Manager to ensure there is fair andconsistent assessment of Learners.
5.3 All course Lecturers will meet with the Programme Manager at 6 monthlyfrequency to ensure that there is fair and consistent assessment of Learners. Thepurpose of this meeting is to ensure that there is:
Common understanding of the marking scheme
The reliable application of the marking scheme.
This meeting will be chaired by the Programme Manager
5.4 Lecturers will submit the results for course assessments in advance of theExamination Board meeting
5.5 An Examinations Board meeting will be held in the SQT offices twice per year.The attendees at the Examination Board meeting will include:
SQT Director (Chairman)
SQT Examinations Secretary
Programme Manager
Course Lecturers External Examiner
The External Examiner will be invited to attend both meetings. Attendance at oneexamination Board meeting per year will be expected.
5.6 The Examination Board will consider all the examination results to:
Ensure the fair and consistent assessment of Learners (including butnot limited to: consistency of marking between lecturer, consistency ofmarking between courses, consistency of standards with CourseLevels)
Consistency of marking with National Standards as applicable
Role of External Examiner:- Moderate assessment process to ensure fair and consistent assessment of
learners- Evaluate effectiveness of assessment of learners to ensure compliance with
awarding bodys standards- Issue annual external examiners report, and- Any other duties or responsibilities set down by HETAC
5.7 A learner may appeal their result, if they fail. In the event of an appeal, a
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Work InstructionTitle: WI-023
Title : Fair and ConsistentAssessment of Learners onHETAC accredited courses
Rev 4 Date: 12 Aug2008
Page 3 of 5
different Lecturer will blind mark the project report. The first and second marks arecompared by the Programme Manager and a decision is made. If the original markstands, the learner will be afforded the opportunity to do further work on their project,within the time constraints of the course. A pass will be awarded either through theoriginal mark being upgraded or the satisfactory resubmission of their project. Thismark will be ratified at the next exam board meeting.
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Work InstructionTitle: WI-023
Title : Fair and ConsistentAssessment of Learners onHETAC accredited courses
Rev 4 Date: 12 Aug2008
Page 4 of 5
Flow Chart HETAC Assessment Process
1 AssessmentTutors conduct assessments precisely per Programme Submission Document
2 Submitting entries to HETAC. (Learner registration)At least 6 weeks prior to the examinations, (before end October for 15
thDecember
exam Board meeting), Examination secretary submits to HETAC: The Learner Registration Declaration Form
A detailed Fee Breakdown Full fee payment by cheque
3 HETAC uploads learner files to HETAC database and issues broadsheet inadvance of the exam board meeting date
4 Agenda for Exam Board meeting sent to Martina Collins
5 All examination materials for learners are collated by end of Oct in ASST
6 Internal Verification completed by ASST- Verify that all assessment procedures have been applied- Check all exam marks- Completed Boxes transferred to SQT
7 SQT enter results on broadsheet, which is presented at exam board meeting
8 Exam Board meeting is held per HETAC Examination Board MeetingGuidelines. External examiner (and possibly HETAC representative for initialexam board meeting) will be present
9 SQT send broadsheet to HETAC. Provisional results may be communicatedto Learners.
10 HETAC uploads broadsheet files to database and issues Result lists to SQTto confirm that data transfer is accurate. Approved results may becommunicated to Learners
11 HETAC issues Parchments. SQT 100% check each on receipt.
12 Conferring
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Work InstructionTitle: WI-023
Title : Fair and ConsistentAssessment of Learners onHETAC accredited courses
Rev 4 Date: 12 Aug2008
Page 5 of 5
Reference documents:Letter Martina Collins to Lily Collison dated 15
thMay 2008
HETAC Awards Office Administration ProceduresExamination Board Meeting GuidelinesHETAC Examinations Marks and Standards 2001Requirements and guidelines for the Order of Conferring, Academic Dress and TestimonialDocumentation
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Work InstructionTitle: WI-025
Fair and ConsistentAssessment of Leanerson FETAC accreditedcourses
Version: 2 Date: 5 Sept08
Page 1 of 5
Purpose: This work instruction describes the process of achieving certification forlearners who attend FETAC courses.
1.0 SCOPEThis work instruction describes the process for administering FETAC learnerassessment evidence through to requesting FETAC Certification.
2.0 REFERENCES / ATTACHMENTS- N/A
3.0 DEFINITIONSAssessor / Tutor are interchangeable
4.0 RESPONSIBILITYThe Exam Secretary is responsible for ensuring this work instruction iseffectively and efficiently implemented.
5.0 WORK INSTRUCTIONSQT Assessment Process
Overview: 5 Key Stages
1. Assessment
establish and implement assessment policies, processes and procedures devise assessment instruments, marking schemes and assessment criteria assess and judge learner evidence record outcome
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Fair and ConsistentAssessment of Leanerson FETAC accreditedcourses
Version: 2 Date: 5 Sept08
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2. Authentication Process
a) Internal verification- verify that all assessment procedures have been applied
- monitor the outcome of the Assessment Process i.e. the assessment results on a
sample basis
b) External authentication- assign an external authenticator per award based on broad award/field of learning
expertise- external authenticator to moderate assessment results by sampling learner
evidence according to the providers own sampling strategy
3. Results Approval establish a Results Approval Panel approve and sign-off assessment results make results available to learners
4. Appeals Process establish an Appeals Process allow a minimum of 14 days for learners to lodge an appeal of the assessment
process or result
process all appeals
5. Request for Certification submit all learner results to FETAC when doing so, flag results under appeal
5.1 Assessment Process
5.1.1 The tutor implements SQT assessment guidelines for FETAC programmes inline with FETAC Assessment Guidelines for Tutors S-018.
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Fair and ConsistentAssessment of Leanerson FETAC accreditedcourses
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5.2 Authentication (Internal Verification)5.1.1 The Internal Verification process involves two key elements:
A) The Internal verifier (SQTs Exam Secretary) checks that the assessmentprocedures have been applied across the range of assessment activities
B) confirms assessment results by checking learner evidence exists and
marks and grades are recorded accurately. Cross checkDelegate Name,Date of BirthPPS NosTotal Marks on Individual Candidate Marking Sheet(s) vs Assignments.Total Individual Candidate Mark Sheet vs Summary Sheet
C) Complete delegate details under Global/ FETAC / FETAC AssessmentResults - mmm-yy.xls.
Delegate work is then stored in individual coloured wallets (to distinguish
course from course) until assessment time.
5.1.2 Internal Verification is carried out in line with FETACs Guidelines for InternalVerifiers by the Exam Secretary.
5.1.3 At the end of this process an Internal Verification Report is completed. ThisReport should be made available toa) External Authenticatorb) Results Approval Panel andc) FETAC Monitor, whenever visit is conducted
5.1.4 Preparation of work for External Authenticator
a) Create a Roll Class for each course (year and No). Attendee records arekept in date order, so the number each class sequentially starting with theoldest date.
b) Once an authenticator has been employed, create labels for Roll ClassBoxes using FETAC/Docs Needed at Assessment Time/ExternalAuthenticator Checklist - Master Doc
c) Create labels which contain, Roll Class, Surname, First Name from
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Fair and ConsistentAssessment of Leanerson FETAC accreditedcourses
Version: 2 Date: 5 Sept08
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Global/ FETAC / FETAC Assessment Results - mmm-yy.xls for colouredwallets. Add a separate label which has Module Title & Code (Labelsunder FETAC/Docs Needed at Assessment Time)
d) Box the coloured wallets into their relevant boxes. Using the ExternalAuthenticator Checklist check off the the rest of the information requirede.g. FETAC Module Descriptor, Assignment / Exam Brief, MarkingScheme, etc. Wallets should laid out in alphabetical order by surname for
easy reference.
5.2 Authentication (External Authenticator)5.2.1 Ann external authenticator will be employed. Their purpose will be to;
A) Moderate assessment resultsB) Ensure fair and consistent assessment of learners consistent with
providers procedures and FETAC requirementsC) Sample learner evidenceD) Produce an external authentication report and sign-off on results
5.3.2 In the event that an external authenticator has concerns regarding the
results, he/she will outline their concerns and identifying the irregularitiesfound on their report. SQT will then take appropriate corrective action.
5.4 Results Approval Panel (Exam Board Meeting)5.4.1 The panel which includes the managing director, tutor (where possible) and
the exam secretary willa) meet as required to review and approve assessment resultsb) review reports of the internal verification and external authenticationprocessc) agree to the submission of final results to FETAC to request certificationd) identify any issues arising in relation to the results and makerecommendations for corrective action.
5.5 Processing Appeals5.5.1 Refer to SQT Website Appeals:
the assessment process, if they perceive any irregularities/inequality inimplementation
the assessment results (Only approved results can be formallyappealed)
5.6 Requesting Certification
5.6.1 Final approved results are submitted to FETAC via the Candidate web entry
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Work InstructionTitle: WI-025
Fair and ConsistentAssessment of Leanerson FETAC accreditedcourses
Version: 2 Date: 5 Sept08
Page 5 of 5
systemwww.fetac.net See FETAC Folder at Exam Secretaries desk forinstructions and passwords etc.
5.6.2 Follow on screen instructions for entering Learner information i.e. name,PPSN etc
5.6.3 FETAC will issue certificates to all learners
5.6.4 Following notification of the outcome of the providers appeals process, anew certificate will be reissued if required
RECORDS
Title Description Retention period(Where applicable)
FETACAssessmentsFolder
Records of learners who havesubmitted evidence forassessment held in FilingCabinet
Indefinite
FETACAssessmentBox(es)
Assessment to be submitted totutor until after the deadline. Inplace at Exam SecretariesDesk
Indefinite
FETAC HETACAssignmentReport.xls
Report to record status ofevidence being assessed byTutor
Indefinite
InternalVerificationReport F-027
Report used to record qualitychecks made by the InternalVerifier
Indefinite
ExternalAuthenticationReport F-028
Report used to record qualitychecks made by the ExternalAuthenticator
Indefinite
Results ApprovalProcess Report F-029
Report used to approve resultsbefore submitting the to FETACfor certification
Indefinite
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Section 7
Protection for Learners
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SQT- P7 Rev 3
Protection for Learners Policy
SQT Training is committed to completing courses once they have commenced. In its 18
years of operation to date, SQT Training has never failed to complete a course once it had
commenced.
SQT Training is committed to ensuring that Learners are protected by offering a credit or a
full refund of fees to companies who book learners on courses in the event of
cancellation/cessation of a course.
Relevant Procedures and Work Instructions are:
SOP-P7-1 - SQT Cessation of Programme
WI-002-Public Course Administration
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Procedure Title: SOP-P7-1 Cessation of Programme (Protection for Learners) Rev 2
Purpose: This procedure describes how SQT Training ensures learners are protected in the event of cance
Staff Involved: Administration Staff, Managing Director
Method(s) used to carry out this procedure Who does it Evidence generated
The main cancellation which occurs on public courses occursprior to Learner commencement on the course due to lownumbers booking on the course. WI-002 Public CourseAdministration covers the procedure to be followed in the
event of the cancellation of a public course. Delegates areoffered a credit or full refund of fees paid, whichever is theirchoice.
Should a tutor be forced to exit a course during delivery, wewill endeavour to replace the tutor immediately or completethe course at the nearest available date.
Course Manager Cancelled Course c
Email and receipt.
Monitoring
Monitor (Job Title) Frequency Monitoring Method(s)
Managing Director 6 monthly Review of cancelled courses
SOP-P7-!
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Section 8
Sub-contracting /
Procurement
Programme Delivery
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SQT- P8 Rev 2
Sub-contracting/Procuring Programme Delivery Policy
SQT Training is committed to ensuring that all our programmes are delivered consistently
and within the framework of our various policies and procedures. When SQT engage a
second provider to provide an approved programme we will ensure that they are;
Competent in the subject matter of the programme and competent to deliver the
programme.
Aware of our policies and procedures and their responsibilities under these.
Have agreed (via contract/written agreement) to follow our approaches and
requirements defined and detailed within our Quality System.
Are aware of all requirements for reporting and recording evidence of compliance with
our policies and procedures.
Are reviewed and monitored appropriately to ensure compliance.
At present SQT Training do not sub-contract the delivery of any programme so detailed
procedures supporting this policy have not been developed at this time.
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Section 9
Evaluation of
Programmes and
Services/QualityManagement System
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SQT- P9 Rev 3
Evaluation of Programmes and Services/Quality Management System Policy
SQT Training is committed to ongoing periodic evaluation of its training programmes and
services and auditing of its quality management system to;
Identify opportunities for improvement.
Assess the effectiveness of our Policies and Procedures in achieving a consistent and
high quality service in line with our business goals and objectives.
Ensure we are meeting commitments and requirements of our business, customers,
external agencies and staff.
Evaluations/Audits will be carried out by individuals who are;
Competent in the activity of evaluation/audit
Independent of the activity to allow for objectivity and impartiality.
Professional and systematic in their approach.
Evaluations/audits will be scheduled and carried out at an appropriate frequency.
Relevant Procedures and Work Instructions are:
SOP-P9-1 - SQT Evaluation of Programmes and Services
SOP-P9-2 - SQT Evaluation of Quality Management System
WI-004-System Auditing, Preventive, Corrective Action & Customer Complaints
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Procedure Title: SOP-P9-1 Evaluation of Programmes and Services Rev 2
SOP-P9-1
Purpose: This procedure describes how SQT Training evaluates its training programmes and additional su
Staff Involved: Tutors, Administration Staff, Managing Director, External Evaluators, Learners, Graduates o
Method(s) used to carry out this procedure Who does it Evidence generated
Formal evaluations of the provision of courses and relatedservices will be carried out to ensure:
- Quality improvements are made to courses- Courses remain relevant to learner needs
Self Evaluation
The internal phase of evaluation will be a Self Evaluation. TheSelf Evaluation Checklist will be used to evaluate theeffectiveness of the courses and the supporting systems inplace. A Self Evaluation Report will be written based on thefindings of the Self Evaluation. Self Evaluation will be carriedout at frequencies specified by FETAC/HETAC. The SelfEvaluation Report will be forwarded to FETAC/HETAC asrequired.
Learner Involvement in programme evaluation will befacilitated via the review of completed Course Assessmentforms as well as specific interviews of previous learners.
Administration Staff
Tutors
Managing Director
Learners
Graduates
Self Evaluation Che
Self Evaluation Rep
Course AssessmenLearner interviews
Communications w
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Procedure Title: SOP-P9-1 Evaluation of Programmes and Services Rev 2
SOP-P9-1
External Evaluation
An External evaluation will be carried out after the SelfEvaluation.
Selection of External Evaluators SQT will choose people familiar with the courses who canbring support, recognition and positive suggestions forimprovement. The External Evaluators selected will be peoplewho have no personal, professional, academic or businessinterest with SQT that could conflict with their role as ExternalEvaluator. The roles and responsibilities of the external
evaluator are to ensure that the courses meet national andinternational standards and are in line with the NationalFramework of Qualifications.
The external evaluators shall review the Self EvaluationReports and conduct their own evaluations. The externalevaluation shall culminate in an External Evaluation Report.SQT can comment on the final draft of the External EvaluationReport before it is formally submitted to SQT for considerationand action. SQT shall forward a copy of the final ExternalEvaluation Report to HETAC/FETAC. SQT will implement anyrecommendations from HETAC/FETAC
Managing Director
External Evaluators
Profiles of chosen E
External Evaluation
A Programme Improvement Plan resulting from theProgramme Evaluation Reports will be drawn up highlightingthe areas for improvement to be addressed. The Plan willidentify the priorities for action and detail how, when and bywhom they will be addressed.
Managing Director
Administration Staff
Tutors
Programme Improve
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Procedure Title: SOP-P9-1 Evaluation of Programmes and Services Rev 2
SOP-P9-1
Monitor (Job Title) Frequency Monitoring Method(s)
Managing Director On completion Review and take action arising from:
Programme Self Evaluation Report
Programme External Evaluation Report
Programme Improvement Plans
Recommendations from HETAC/FETAC
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Procedure Title: SOP-P9-2
Evaluation of Quality ManagementSystem
Rev 3 Date: 15 Jan2008
SOP-P9-1Page 1 of 1
1.0 Purpose:
This procedure describes how SQT Training evaluates its quality management system and qualityassurance procedures.
2.0 Staff Involved:
SQT Governing Body, Managing Director, System Manager, Internal Auditors
3.0 PROCEDURE
3.1 Internal Audit of procedures
Internal audits are conducted by the managing director and internal auditors to
1. Determine the level of compliance to SQT Policies, Procedures and Work Instructions
2. Determine the level of compliance to awarding body requirements including IRCA, NEBOSH,IOSH, IEMA, FETAC, HETAC, FAS
3. Evaluate the effectiveness of those procedures
The Managing Director and System Manager produce an Annual Internal Audit Schedule.
Internal auditors must have completed an auditor training course. They are selected by the ManagingDirector on the basis of their auditing skills and personal suitability.
Audits and audit reports are completed in compliance with Work Instruction WI-004
Auditing findings are discussed at staff meetings.
3.2 Annual Management Review of Quality Management System
Once per year, the Governing Body of SQT will review its quality management system to ensure itscontinuing suitability, adequacy and effectiveness. This review shall include assessing opportunities forimprovement and the need for changes to the quality management system, including the quality policyand quality objectives.
The output from this review is the Management Review Minutes detailing the actions that have beendecided.
3.3 Periodic External Review of Quality Management System
As required, SQT will have its quality system evaluated by an awarding body e.g., IRCA, FETAC, HETAC.
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Work InstructionTitle: WI-004
System Auditing,Preventive, CorrectiveAction & CustomerComplaints
Rev 4 Date: 15/1/08
WI 004 Page 1 of 3
Purpose: This work instruction describes the process for System Auditing, Potentialfor Improvement, Preventive and Corrective action and dealing withCustomer Complaints within our quality management system.
1.0 DEFINITIONS- N/A
2.0 RESPONSIBILITYThe Systems Manager is accountable for ensuring this work instruction iseffectively and efficiently implemented.
3.0 WORK INSTRUCTION
3.1 Systems AuditingSQT audits its Policies, Procedures and Work Instructions on an annual basisAudits are carried out by people who are:
Formally trained in auditing Independent of the activity being audited
At the beginning of the year, an audit plan is drawn up of the areas to beaudited.
3.1.1 A Procedure/work instruction is selected
3.1.2 Draw up an audit checklist of records to be checked for compliance againstthe procedure / work instruction
3.1.3 Make records of observations, answers to questions etc on the Audit Check
List.
3.1.4 After the audit, summarise the findings on the Audit Plan.
3.1.5 Feedback the findings of the audit to that area including suggestions forfurther improvement and make the relevant changes (if required).
3.1.6 Close out Audit by completing the details on the Audit Plan. Date and Sign.
3.1.7 If there are major discrepancies between the document and actual, completea PIN Form. This form records the proposed action required, who is
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Work InstructionTitle: WI-004
System Auditing,Preventive, CorrectiveAction & CustomerComplaints
Rev 4 Date: 15/1/08
WI 004 Page 2 of 3
responsible for implementing the change, how the change is recorded withinthe operation and the timeframe in which the change should be implemented.The form must be approved by the Company Director.
3.1.8 Follow Up a month later to confirm that any changes identified are nowworking.
3.2 Review of Procedure for Process Improvement3.2.1 After the audit, review the existing procedure with the process owner to
remove non value add actions or include new actions.
3.2.2 Review all forms, record templates and specifications relevant to theprocedure for continuing relevancy and updating as necessary
3.2.3 Update the procedure and change the relevant Rev nos, date etc. and updatethe R-012 - Master List of SQT Documents.xls
3.2.4 Notify other process owners of the change
3.3 Potential for Improvement (PIN)3.3.1 This is the process used within SQT for structured approach to problem
solving; identify a problem clearly, work out cause and then corrective action.Corrective actions are also followed up to ensure they are effective. The PINform F-015 is used to record all the steps. The PIN is a 4 step process:1 Details of Non-Conformance2 Immediate Follow-up action3 Corrective Action4 Corrective Action Follow Up and Close Out
3.3.2 All PINs raised must be recorded in KPIs (WI-011) and followed up at weeklymeetings until closed out. A copy of each PIN must be stored in the PIN file.
3.4 Preventive Action3.4.1 Preventive action is action which may be taken to prevent a problem arising.
An example would be a downward trend in a measure. Preventive action maybe taken before and to prevent the measure going outside specification e.g., ifthere is a negative trend observed in KPIs. The PIN (Potential for
improvement) system is used to record all actions.
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Work InstructionTitle: WI-004
System Auditing,Preventive, CorrectiveAction & CustomerComplaints
Rev 4 Date: 15/1/08
WI 004 Page 3 of 3
3.5 Corrective Action3.5.1 When a problem is identified from any source e.g., Tutor report, Course
Assessment Forms, the PIN (Potential for improvement) system is used torecord all actions taken as above.
3.6 Customer Complaints3.6.1 If we receive a customer complaint, record the details under Standard
Documents/Customer Complaints File and again complete a PIN Form torecord actions taken.
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Section 11
Quality
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SQT- P11 Rev 2
Quality Policy
SQT Training Quality Policy (Mission Statement)
SQT Training Ltd. develops and delivers training courses which meet the needs of ourlearners.
We are committed to quality throughout our operation. Our policy of excellence will be
achieved through:- Selection of and continual vetting of course tutors- Continual assessment of training courses delivered- Active listening, communicating and interfacing with our customers- Reviewing Key Performance Indicators- Providing the resources to meet the requirements of awarding bodies which accreditcourses
Lily Collison
Managing Director
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Section 12
Data Protection
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SQT-P12 Rev 1
Data Protection Policy
Information obtained by SQT becomes part of the data held by SQT for the purposes of
training course administration in accordance with Data Protection Acts 1988 and 2003. This
information will remain confidential to SQT and in all cases will be carefully controlled and
restricted to the minimum necessary for the purpose.
Relevant Procedures and Work Instructions are:
SOP-P1-1 - SQT Communications with Learners
WI-003-Communications-Marketing to Customers
WI-007 Course Assessment Forms
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