Centre Handbook Version 2.0 April 2014

Centre Handbook Version 2.0 April 2014

Contents... 1 Contents... 2 About this Centre Handbook... 4 Welcome to Gateway Qualifications... 5 What You Need to Do Quick Overview... 6 Gateway Qualifications Commitment... 7 Who We Are... 8 Your Responsibility to Us... 9 Centre and Learner Fees... 11 Becoming a Gateway Qualifications Recognised Centre... 12 Introduction to Centre Recognition... 12 Overview of the Centre Recognition Process... 13 Staffing Requirements - Qualification Specific Roles... 14 Tutor/Assessor... 14 Internal Quality Assurer... 14 Approved Internal Quality Assurer Status... 15 Choosing Qualifications... 16 Deciding What to Deliver... 16 An Overview of What is on Offer... 16 Course Approval for Unit Delivery... 17 The Estimated Learner Plan... 17 Introduction to Units... 18 Assessment Definitions... 19 Registering Learners... 20 Register Cohorts and Learners... 20 Report of Achievement or Completion Form (RAC)... 20 Issuing Certificates... 21 Replacement Certificates... 21 Extension of learning agreements; resits/referrals; withdrawals; deferrals and transfers... 22 Recognition of Prior Learning... 23 Quality Assurance... 24 Monitoring quality standards... 24 Assessment practice... 25 Controlled assessment... 26 External assessment... 26 E-Learning... 27 Internal Quality Assurance... 28 Direct Claims Status and Approved Internal Quality Assurer Status... 30 External Centre Monitoring... 31 External Quality Assurance... 32 Standardisation... 33 Retaining Learners Evidence... 34 Access Arrangements, Reasonable Adjustments and Special Considerations... 36 Making special considerations... 42 Malpractice and Maladministration... 43 Conflicts of Interest... 44 Page 2 of 72

Appendix 1: Examples of learner needs that may be eligible for reasonable adjustments... 45 Communication and interaction needs... 45 Cognition and learning needs... 45 Sensory and physical needs... 45 Behavioural, Emotional and Social needs... 45 Learners for whom English is an additional language... 45 Appendix 2: Centre Guide to Identifying Learner s Needs for Reasonable Adjustments... 46 Identifying learners needs... 46 Appendix 3: Guidance on Access Arrangements... 49 Changes to assessment conditions... 49 Modifications to the presentation of the assessment material... 52 Alternative ways of presenting learner responses... 56 Use of access facilitators... 58 Glossary of Key Terms... 67 Organisations Involved... 70 Page 3 of 72

About this Centre Handbook This Centre Handbook is intended for tutors/assessors, invigilators, internal quality assurers, centre quality managers and other staff within Gateway Qualifications recognised centres and/or prospective centres. It sets out what is required of the centre in order to deliver our qualifications. It also contains information specific to managing and delivering the qualification(s) including specific quality assurance requirements. Please note this Handbook does not cover our Functional Skills and ESOL Skills for Life qualifications for which there are specific Handbooks available on our website. The guide should be read in conjunction with the Qualification Specifications for the qualifications your Centre is or intends to offer.. Welcome to Gateway Qualifications Page 4 of 72

Welcome to Gateway Qualifications Thank you for taking the time to read this Centre Handbook. For those of you who do not know us, Gateway Qualifications is a not for profit awarding organisation, recognised by Ofqual and QAA with a clear focus on customer service. I hope that we will have a long and successful association. A guidance and reference tool This handbook has been put together to act as a reference tool for existing Gateway Qualifications recognised centres and to give new centres an insight into how best to work with us. Offering you high quality qualifications Gateway Qualifications has been designing qualifications and accredited courses for over 30 years. Our mission is to offer a range of innovative, flexible and dynamic qualifications that are valued and meaningful. Flexible qualifications for a variety of learners Our qualifications have been developed so that you can use them flexibly with a wide range of learners and in many contexts. We are here to help I hope this handbook will answer your questions as they arise. However, if you have any additional questions, please do contact us for support and guidance. Carol Snape Chief Executive Gateway Qualifications Welcome to Gateway Qualifications Page 5 of 72

What You Need to Do Quick Overview The sections of this handbook take you step by step through the process of what you need to do in order to deliver qualifications offered by Gateway Qualifications. At the end, you will find a glossary of terminology. Becoming a recognised centre To offer Gateway Qualifications provision, you must first become a recognised centre. This involves supplying us with details about your centre and the sectors in which you work, and agreeing to abide by our terms and conditions. Choosing qualifications Once your organisation has gained Gateway Qualifications centre recognition, you may deliver those qualifications for which you have been approved. You can also apply, at any time, to run additional qualifications. You will have access to a named Development contact to support you in developing your qualification offer. Learner Registration and Certification Each year we ask you to confirm which qualifications you will be running, and the approximate number of learners you wish to register on each. Then at the start of each course you will need to register learners by name with Gateway Qualifications. When learners have completed the course, you must notify us of the results, so that achievements can be verified and certificates can be issued. Quality Assurance It is essential for Gateway Qualifications recognised centres to have quality assurance systems in place. This ensures that the qualifications it runs comply with standards and that the results and outcomes can be verified. The Quality Assurance section explains the Gateway Qualifications quality assurance system. We will appoint a named Gateway Qualifications External Quality Assurer to help you through the process. Welcome to Gateway Qualifications Page 6 of 72

Gateway Qualifications Commitment We aim to provide you with the best possible service, to enable you to cater for the needs of all your learners. We will do this by ensuring our service is Prompt. Efficient. Responsive. Supportive. Professional. General Support We will endeavour at all times to: Respond to all telephone and e-mail enquiries the same working day. Ensure a respectful, friendly and supportive attitude at all times to everyone visiting and associated with the company, in whatever capacity. Acknowledge a complaint within two working days. Listen to and respond positively in respect of feedback and suggestion. Ensure that the staff and associates of the company are appropriately qualified. You can contact us by Telephone: 01206 911211 Email: Web: Post: Voicemail: enquiries@gatewayqualifications.org.uk www.gatewayqualifications.org.uk Gateway Qualifications Gateway House, 3 Tollgate Business Park, COLCHESTER, CO3 8AB. Available outside of normal office hours. Online support Support, guidance and registration facilities are provided online at www.gatewayqualifications.org.uk Welcome to Gateway Qualifications Page 7 of 72

Who We Are These are the departments that you will come into contact with here at Gateway Qualifications. Development The Development team consists of our Development Officers and Development Managers. Development Officers are office based and are usually contactable between the hours of 8.30am and 5.30pm Monday to Friday. Our Development Managers are out on the road and have work mobile numbers which you can call. If you are not able to reach them, please leave a message and they will call you back. The Development team is here to help with any queries you may have relating to choosing a qualification or unit, designing your course and applying for approval to deliver. They are also here to help you if you are thinking about becoming a recognised centre: they can offer advice and guide you through the process. Customer Excellence (Registration and Awards) The Customer Service team are here to help you with any queries you may have relating to the registration of learners, certificate claims or replacement certificates. The team consists of our Customer Service Officers, Customer Service Administrator and the Customer Service Manager. They are contactable between the hours of 8.30am and 5.30pm Monday to Friday. Quality Assurance The Quality team consists of a team of External Quality Assurers and the Quality and Assessment Manager. The External Quality Assurers can be contacted through the Quality and Assessment Manager or Customer Excellence team. The Quality team are contactable between the hours of 8.30am and 5.00pm Monday to Friday. Finance The Finance team consists of our Accounts Officer and our Director of Finance and Operations. It is most likely that our Accounts Officer will be able to assist you with any queries you have but in their absence then you could speak to the Director of Finance and Operations. Contact the finance department with any queries relating to invoices or other finance related matters. They are available Monday to Friday 8.30am to 4.30pm. Welcome to Gateway Qualifications Page 8 of 72

Your Responsibility to Us When you complete your Centre Recognition Application you will be asked to provide us with details of contacts within your organisation. This is to ensure that we contact the right person. We will send these contacts emails and call them from time to time with updates or to ask them questions so it is very important that these are kept up to date. In a large centre, it is likely that several different people will carry out these roles. However, we understand that in a smaller organisation, one individual may undertake a number of different roles. It is your responsibility to update your centre s contacts. Key Roles Head of Organisation: Centre Contact: Curriculum Development Contact: Quality Assurance Contact: The head of the organisation, e.g. Chief Executive. This person will: sign the centre recognition application form. act as the overall point of accountability for the delivery of qualifications. This person will be the key contact between Gateway Qualifications and the centre. They: will commit resources for your centre. will be the conduit for all correspondence between the centre and Gateway Qualifications, being responsible for disseminating information within your organisation appropriately. The person with overall responsibility for curriculum planning and development within your centre. This person: ensures qualifications submitted to Gateway Qualifications for approval have been through an internal approval process. This person is responsible for: Maintaining internal quality systems including internal quality assurance, standardisation, response to quality assurance reports and annual reviews. Ensuring the training and updating of staff involved with internal quality systems. Ensuring the regulations for qualifications are met e.g. security of external/internal assessments. Liaising with Gateway Qualifications External Quality Assurers. Ensuring the centre is represented at standardisation events and that samples of learners work are made available for standardisation. Welcome to Gateway Qualifications Page 9 of 72

Administration Contact: Finance Contact: Key responsibilities include: Ensuring accurate and prompt completion of administrative forms/processes relating to the registration and awarding of learners. Submitting learner registrations within specified time frames. Liaising with Gateway Qualifications staff and forwarding necessary learner registration documents to tutors and other staff. Maintaining accurate records of all course and learner registrations. Receiving certificates from Gateway Qualifications and ensuring the prompt distribution of certificates to learners. Updating the annual estimated learner plan. Key responsibilities include: Ensuring timely payment of invoices. Liaising with Gateway Qualifications finance staff. Terms and Conditions When you become a recognised centre with Gateway Qualifications you sign up to our terms and conditions, to assure us that you will do certain things, set out within a Centre Agreement. Welcome to Gateway Qualifications Page 10 of 72

Centre and Learner Fees Gateway Qualifications charges fees based on two elements - an annual centre fee and an individual learner fee for registration and certification of accreditation. Annual Centre Fee This is an annual fee, payable on the 1 st August each year. New centres will be invoiced at the point of recognition. If recognition occurs between 31 st January and 31 st July the charge will pro-rated on a sliding scale to the end of the year. Learner fees Learner fees are based on the intended achievement of a learner. The fee is levied at the point of registration of learners. Fees are reviewed annually and are available in the Fees and Charges section of our website. Welcome to Gateway Qualifications Page 11 of 72

Becoming a Gateway Qualifications Recognised Centre Introduction to Centre Recognition Gateway Qualifications centre recognition is an agreement made between the centre and Gateway Qualifications, specifying the minimum requirements the centre must commit to in relation to curriculum, administration and quality. The centre recognition agreement: Provides information about the centre, its structure and contacts. Forms the basis of - and details the arrangements for - the review of Gateway Qualifications provision within the centre. Locates responsibility for the overall planning and delivery of Gateway Qualifications provision at the appropriate level within the centre. Gateway Qualifications will assign a member of the Business Development team to the organisation who will provide support during the centre recognition process and on-going curriculum and development support. The criteria for approval include, but are not limited to, the following Fit with our mission and purpose. Appropriate systems and processes in place. Appropriate staffing available. Previous experience of working with awarding organisations. Suitable resources. Financial viability. Once approved, Gateway Qualifications sends the following to newly-recognised centres: Confirmation of centre recognition. Confirmation of customer service team. Centre recognition invoice. Centre recognition certificate (upon payment of invoice). As part of the Gateway Qualifications quality assurance process, recognised centres are monitored annually by External Quality Assurers who report on internal quality assurance systems. The External Quality Assurers annual visit is a necessary condition for continued Gateway Qualifications recognition. Becoming a Gateway Qualifications Recognised Centre Page 12 of 72

Overview of the Centre Recognition Process In order to offer qualifications developed by Gateway Qualifications, an organisation must be appointed as a recognised centre with Gateway Qualifications. If you wish to become a Gateway Qualifications recognised centre, please contact us by telephone, email or via the website. A Development Officer will then be in touch with you to discuss the following Centre recognition requirements. The range of existing qualifications and units your centre would be able to access. Gateway Qualifications quality assurance requirements. Staffing requirements, as detailed below. If you decide you would like to become a Gateway Qualifications recognised centre, you will need to: Complete and submit a centre recognition application. Agree quality assurance arrangements. You only have to complete the centre recognition application once, unless the centre s circumstances change or Gateway Qualifications withdraws centre recognition status. Gateway Qualifications has the authority to apply sanctions or withdraw centre recognition status if your centre fails to comply with the terms and conditions set out in the centre recognition application form. Gateway Qualifications will review the documentation provided against the centre recognition terms and conditions. If appropriate, we will confirm centre recognition and the centre will be invoiced the annual centre fee. Becoming a Gateway Qualifications Recognised Centre Page 13 of 72

Staffing Requirements - Qualification Specific Roles It is the Centre s responsibility to ensure that only staff with relevant expertise and occupational experience are used in the delivery, assessment and internal quality assurance processes, in accordance with specified vocational experience/qualification requirements as set out in the published qualification specification. Centres must provide staffing details including name, evidence of experience and qualifications such as a CV and certifications as part of the qualification approval process for all levels. Tutor/Assessor Tutors/Assessors are responsible for: Delivering the underpinning knowledge and skills required for learners to successfully complete assessments for the qualifications they are delivering. Identifying when learners are ready to take assessments. Ensuring that appropriate supervision arrangements are made. Marking assessments tasks (where applicable). Maintaining accurate and verifiable learner records. Internal Quality Assurer The role of the Internal Quality Assurer is to ensure that: Assessment setting and marking is appropriate, consistent, fair and transparent and does not discriminate against any learner. Tutors/Assessors receive on-going advice and support, for example in contextualising assessments. Learners clearly understand assessment requirements and are given opportunities to achieve against the assessment criteria. Learners work is presented in a manner that enables effective internal and external quality assurance to take place. Evidence of learner achievement is clearly mapped to the assessment criteria. Certification claims are valid, reliable and consistent. Internal Quality Assurers in addition to Tutors/Assessors will need to hold a recognised internal quality assurance/verification qualification or be working towards one, examples as follows: D34 qualification. V1 qualification. Internal Verifier Award. Internal Verification of Credit Based Learning: Continuing Professional Development for Practitioners Award. Level 4 Award in the Internal Quality Assurance of Assessment Processes and Practice. Becoming a Gateway Qualifications Recognised Centre Page 14 of 72

Level 4 Certificate in Leading the Internal Quality Assurance of Assessment Processes and Practice. L4 TAQA Approved Internal Quality Assurer Status AIQAS enables an Internal Quality Assurer within a recognised centre to authorise certificate claims without countersignature by an External Quality Assurer. Approved Internal Quality Assurers must apply and meet the criteria which includes holding one of the qualifications listed above and provide evidence of good IQA practice. Becoming a Gateway Qualifications Recognised Centre Page 15 of 72

Choosing Qualifications Deciding What to Deliver In this section, you will find guidance on how to choose the qualifications you wish to deliver. It includes an introduction to the types of qualifications available and Gateway Qualifications forms related to the qualifications you would like to offer. An Overview of What is on Offer Qualifications explained All of our qualifications are compiled by combining a number of learning components, generally called units or units of assessment, which build into a coherent qualification. Each unit has a specified size, expressed in guided learning hours and credits (please refer to section Introduction to Units for more details). The number of units used, and hence the size of the qualification, can vary significantly, depending on the rules of combination, the number of credits to be achieved and the needs of the particular curriculum area, sector or learner s circumstances. Gateway Qualifications provision spans a range of levels, based on national level descriptors, from entry level through to level eight. Your choice of qualifications Once you have gained Centre Recognition you will be able to design your qualification offer. This can be done in a variety of ways: By using our wide range of qualifications regulated by Ofqual. By using individual units from different qualifications offered by Gateway Qualifications. By discussing the potential to develop your own programme into a qualification. As a recognised centre, you will decide which qualifications you wish to offer. Your offer will be developed through discussion with your Development Officer or Development Manager and will focus on the specific needs of your learners. Approval to run your chosen qualifications Centres must request approval from Gateway Qualifications for the qualifications they wish to run by submitting a Qualification Approval form. The information contained on the Qualification Approval form provides the basis of the estimated learner plan, which is a summary document sent annually (normally in early summer) to the recognised centre for checking and allowing for planning for the following academic year. Choosing Qualifications Page 16 of 72

What is a coherent qualification offer? As a Gateway Qualifications recognised centre you will have considerable flexibility in using qualifications in ways which are meaningful to your particular learners needs, by using units as your building blocks. This flexibility applies to all of our qualifications. It is essential, therefore, that in using this flexibility you ensure that the resulting course or qualification is coherent. In order for a qualification to be considered coherent, the following elements should be addressed: How does the qualification meet the needs of the target group? What entry requirements/skills are required to ensure that a learner will benefit from the qualification? What are the likely progression routes for learners and are these as wide as possible? What is the volume of learning and does this relate to the guided learning hours being proposed? Is it at the appropriate level(s)? Do the units combine in a meaningful way and do the learning outcomes relate to one another? Are the rules of combination (that is the rules by which the particular Qualification allows units to be combined) being adhered to? (Rules of combination for each Qualification are outlined in the specific Qualification Specification, available on the Gateway Qualifications website.) Can any units previously achieved be used to enable progression towards full achievement of the qualification? In order to address the considerations above, Gateway Qualifications requires recognised centres, as part of their quality assurance system, to have in place a robust system for internal qualification approval. In this context, a robust system means that the centre can demonstrate that there is a process in place which answers all of the above questions. Course Approval for Unit Delivery We recognise that sometimes Centres may not wish to offer full qualifications and instead may wish to offer units as stand-alone unit delivery. In these cases, you would not apply for qualification approval but would instead complete a Course Approval form. If you then wish to make any changes to your course at any time you can do so by completing a Course Amendment form. The Estimated Learner Plan Centres are expected to inform us annually of their intentions for the following year. We will contact you, normally in the Spring/Summer, and ask you to indicate the estimated numbers of learners you expect to register on each qualification you are approved to run. These numbers are only an estimate for planning purpose and you will not be charged based on this estimate. You will continue to be invoiced for learner registrations in the usual way when those registrations are submitted. Choosing Qualifications Page 17 of 72

Introduction to Units What is a unit? A unit gives details of what a learner is expected to know, understand, or be able to do on completion of a period of learning (the learning outcomes) and the criteria that will be used to judge whether these outcomes have been achieved (assessment criteria). Each unit includes the following key features (these are known as the unit specifications): Title Learning outcomes: a coherent set of measurable achievements. Assessment criteria: these enable a judgement to be made about whether or not, and how well, a learner has achieved the learning outcomes. Level: Qualifications range from Entry Level to Level 8 Credit value: the number of credits ascribed to a unit. This identifies the number of credits a learner is awarded upon successful achievement of the unit. One credit is awarded for the learning outcomes which a learner, on average, might reasonably be expected to achieve in a notional 10 hours of learning. Guided learning hours: the number of hours spent on face-to-face learning with a teacher/instructor or under their direct supervision. Some examples of activities that can contribute to Guided Learning include: - Classroom-based learning supervised by a Teacher - Work-based learning supervised by a Teacher - Live webinar or telephone tutorial with a Teacher in real time - E-learning supervised by a Teacher in real time - All forms of assessment that take place under the Immediate Guidance or Supervision of a lecturer, supervisor, tutor or other appropriate provider of education or training, including where the assessment is competence-based and may be turned into a learning opportunity. A unit does not contain everything that is taught, but outlines the key achievements that the learner is expected to leave with at the end of the learning process. These achievements, the results of the learning, must be demonstrated through assessment. Choosing Qualifications Page 18 of 72

Assessment Definitions Assessment is the process through which a learner s skills and knowledge are reviewed in order to evaluate what they have learned. For tutors/trainers, assessment: Provides objective information which enables them to give learners constructive feedback on their progress. Provides information which allows them to respond to individual learners needs. Helps evaluate the strengths and weaknesses of a course. Demonstrates that a course has clear learning goals which are being met effectively. For learners, assessment: Acknowledges achievement, thereby increasing motivation and a sense of achievement. Helps them develop skills of self-assessment. Provides a profile of what they have learned. Further guidance can be found within the Assessment Definitions document and in the Assessment Practice section. Choosing Qualifications Page 19 of 72

Registering Learners Register Cohorts and Learners Learner Registration Centres should register learners within specified deadlines to ensure that they can download the necessary documentation and that the award of achievement/completion for learners can be completed quickly and efficiently. Learners are registered by the Administration Contact using the Gateway Qualifications Online Registration and Awards System. A username, password and guidance for using the online system are sent to the Administration Contact upon centre recognition and if the contact changes. For short courses (less than 15 weeks long), Centres are required to register learners with 25 working days from the course start date. For all other courses, learners must be registered within 60 working days of the start date. A late registration fee will be charged for learners received after the specified deadlines. Following registration of learners online Centres will receive an invoice, which will be sent to the Finance contact. Amending Registrations Learners can be marked as withdrawn on the Gateway Qualifications Online Registration and Awards System. Any additional or late learners must be registered onto a new cohort. Report of Achievement or Completion Form (RAC) Further information on the assessment and quality assurance processes leading up to the RAC can be found in Quality Assurance. The RAC contains details of the units and learners for each course run that the Centre has registered. Registering Learners Page 20 of 72

Issuing Certificates Gateway Qualifications will issue unit transcript certificates for learners who have successfully completed unit(s) within 5 working days for on-line awarding and 10 working days of receipt of completed report of achievement or completion forms. These will show the course title, unit title, credit value and level of units achieved by the learner. If a learner has achieved a Gateway Qualifications qualification, they will receive a full qualification certificate in addition to the unit transcript. All certificates will be sent to Centres via a secure route (courier, recorded delivery or by hand), for the attention of the Administration Contact. Replacement Certificates Replacement certificates are any certificates where a name has been misspelt or the certificate has been lost or damaged. Requests for replacement certificates need to be made by Centres using the replacement certificate (RC) form. If there is an inaccuracy in the units shown on the certificate this is not a replacement certificate and Gateway Qualifications must be notified immediately. Appropriate steps will then be taken to correct the error. The charges for replacement certificates are set out in the Gateway Qualifications fees and charges. In cases where the error is on the part of Gateway Qualifications, the certificate will be replaced as a priority and without charge. For security reasons, all replacement certificates will be marked REISSUE. Registering Learners Page 21 of 72

Extension of learning agreements; resits/referrals; withdrawals; deferrals and transfers In order to maintain up to date records, Gateway Qualifications needs to know about changes to any learning agreements made after registration. Extension of learning agreements When a course is extended rendering the original end date invalid, please notify Gateway Qualifications in writing giving the new end date for the course. Please use registrations@gatewayqualifications.org.uk. Resits/Referrals and Deferrals When a learner s achievement is not complete when the RAC is submitted to Gateway Qualifications, a claim can be made at a later date. A copy of the RAC can be obtained via the online system. The RAC should then be submitted in the usual way but accompanied by an explanation for the delay, signed by the Gateway Qualifications approved Internal Quality Assurer. Withdrawals Learners can be withdrawn from our system once registered by logging in to the online system and marking them as such or by drawing a line clearly through the learner s name, on the RAC. Transfers Transfers normally take place between qualifications within one centre during the concurrent runs of the two qualifications. Where a learner transfers from one course to another, this should be notified to Gateway Qualifications in writing. The registration will be treated as a new registration and a registration fee will be charged for the new course. The refund of the initial fee will be at the discretion of the Director of Finance and Operations. In circumstances not satisfactorily covered above or other circumstances considered exceptional the Centre may write to the Gateway Qualifications Director of Finance and Operations regarding a learner. The Director of Finance and Operations will have the final decision in the matter. Registering Learners Page 22 of 72

Recognition of Prior Learning Recognition of prior learning is a process that considers if a learner can meet the specified assessment requirements through knowledge, understanding or skills that they already possess and that can contribute towards the attainment of a qualification for which they are undertaking. The process involves considering if a learner can meet the specified assessment requirements through knowledge, understanding or skills that they possess already as a consequence of which they do not need to undertake a course of learning. In considering Recognition of Prior Learning Centres should: 1. Check the Qualification Specifications to ascertain if RPL is permitted. 2. Follow the process for claiming RPL as set out in the Gateway Qualifications Recognition of Prior Learning Policy and Process document. Centres must also have a process to assess claims before submitting these to Gateway Qualifications. Registering Learners Page 23 of 72

Quality Assurance Monitoring quality standards Recognised centres delivering Gateway Qualifications provision must have quality management systems in place to underpin that delivery. Systems will vary between centres according to what is appropriate in the particular situation. Practices that work in a large centre will not necessarily work in a small one. Also, an employer-based provider may have different requirements from a college. Whatever the situation, Gateway Qualifications has two key requirements: There must be an appropriate system in place. There must be evidence that it is implemented effectively. Quality management system is an umbrella term that includes a number of key aspects of the way that a centre is run. Within the context of Gateway Qualifications delivery, this will include: Assessment practice. Internal quality assurance systems. Direct claims status. Standardisation. The quality management system of a recognised centre must deliver the following outcomes: A team of well-informed committed and supported Tutor/Assessors, sufficient in number for the planned provision. Adequate resources to support learners study. Guidance and support for learners and provision for individual needs. Equal opportunities in practice that help to maximise the participation of learners. Assessment procedures which are inclusive and offer participation, equity and reliable standardisation. Systems which provide efficient recording and evaluation. Real progression routes for learners, and preparation for work and/or further study including confidence-building and basic/functional skills achievements. In this section, we give details of the various stages of our quality assurance cycle. Quality Assurance Page 24 of 72

Assessment practice Assessment is the process of making judgements about the extent to which a learner s work meets the assessment criteria for a unit or part of a unit. In undertaking assessment, the process must be fair, inclusive and adhere to the five principles of assessment, denoted as VACSR: Valid. Authentic. Current Sufficient. Reliable. An internal assessment approach is used for the majority of Gateway Qualifications units and qualifications using the method of assessment of a learner producing a portfolio of evidence. Where different methods of assessment are to be used these will be set out within the unit or qualification specification. A portfolio of evidence is a formal record of evidence (manual or electronic) produced by learners, towards a unit or qualification. Assessors are encouraged to use a variety of types of assessment/activities within the learning process. Further guidance on types of assessment is contained within the Gateway Qualifications assessment definitions document. Recognised centres need to develop an assessment strategy that is appropriate to: The aims of the course. The needs of the target group. The level of the course. Once the assessment strategy has been defined, the types of assessment activities can be identified. To ensure learners are given equal access and opportunity to demonstrate their achievements, Gateway Qualifications has identified circumstances where reasonable adjustment and special adjustments can be made. Centres should refer to the Gateway Qualifications Reasonable Adjustment and Special Considerations policy and centre guidance. It is essential that assessors record the outcomes of the assessment activity. This will enable learners progress to be monitored and form the basis of internal quality assurance activities. Centres should refer to the Gateway Qualifications assessment practice guidance when developing and reviewing approaches to assessment recording. The following documents will help in the process of assessment: Assessment Practice Assessment Recording and Tracking forms and guidance Quality Assurance Page 25 of 72

Gateway Qualifications encourages Assessors to hold or be working towards a recognised assessing qualification. The following are examples of qualifications: D32/33 qualification. A1 qualification. Level 3 Award in Understanding the Principles and Practices of Assessment or equivalent. Level 3 Award in Assessing Vocationally Related Achievement. Level 3 Award in Assessing Competence in the Work Environment. Level 3 Certificate in Assessing Vocational Achievement. Controlled assessment A controlled assessment is a form of internal assessment in which control levels are set for each stage of the assessment process by Gateway Qualifications and will include: Task setting. Task taking. Task marking. Certain qualifications will use controlled assessments to assess whether a learner has met the assessment criteria requirements. Details of when a controlled assessment is required will be set out within the individual qualification specification. Centres should refer to specific guidance on the requirements for the use of Gateway Qualifications controlled assessments. External assessment An external assessment will involve the assessment being set and marked by Gateway Qualifications. When our qualifications require learners to undertake an external assessment the requirements for external assessment are set down in the individual qualification specification. Where necessary, Gateway Qualifications will make you aware of the need for external assessment. Centres should refer to specific guidance on the requirements for the use of Gateway Qualifications external assessments. Quality Assurance Page 26 of 72

E-Learning The use of and speed of change of electronic technology as a support tool in the education and skills sector will continue to increase. Centres may consider using e-learning technology to support the learning and quality assurance processes. In developing an e-learning approach, Centres attention is drawn to the Ofqual and web site which provide information on the development, implementation and use of e portfolios. It is good practice when developing and implementing an e-portfolio system to use the Ofqual e-portfolio checklist from E-assessment-Guide to effective practice. The checklist provides a good template for on-going self-assessment. In addition the Gateway Qualifications guidance document Centre Guidance for E-Portfolios should also be referred to and provides Centres an overview of the areas to consider when developing, implementing or operating an e-portfolio system. It is also important to have an understanding of the key terms within this area, for example. e-learning - in the business world, refers to the strategies that use a company network to deliver training courses to employees. In the education sector, e-learning is used to define a specific mode to deliver qualification content and activities or programme of study online; e-assessment - in its broadest sense, e-assessment is the use of information technology for any assessment-related activity. This definition embraces a wide range of student activity ranging from the use of a word processor to on-screen testing. Due to its obvious similarity to e-learning, the term e-assessment is becoming widely used as a generic term to describe the use of computers within the assessment process; e-portfolio - is a collection of electronic evidence assembled and managed by a user, usually on the Web. Such electronic evidence may include inputted text, electronic files, images, multimedia, blog entries, and hyperlinks. Some e-portfolio applications permit varying degrees of audience access, so the same portfolio might be used for multiple purposes. The use of virtual learning environments (VLEs) has led to an increased activity in the creation of e-portfolios for a variety of reasons. Quality Assurance Page 27 of 72

Internal Quality Assurance Internal quality assurance is the process by which a centre regularly samples and evaluates its assessment practices and decisions, and acts on the findings to ensure consistency and fairness. It involves two key processes internal quality assurance and standardisation and is carried out by one or more internal quality assurers. The internal quality assurance system developed by centres will depend on the size and extent of the qualifications delivered. Centres will need to set out their internal quality assurance systems within a centre internal quality assurance plan. The role of the internal quality assurer is to ensure that: Assessment is appropriate, consistent, fair and transparent and does not unintentionally discriminate against any learner. Tutors/assessors receive on-going advice and support, for example in designing assessment activities. Learners clearly understand assessment requirements and are given opportunities to achieve against the assessment criteria. Learners work is presented in a manner that enables effective internal quality assurance to take place. Evidence of learner achievement is clearly mapped to the assessment criteria. Report of Achievement or Completion are valid, reliable and consistent. Internal quality assurance arrangements must include as a minimum: An identified individual responsible for co-ordinating the internal quality assurance process. A planned structure for internal quality assurance that incorporates all of a centre s Gateway Qualifications provision. An agreed and published annual timetable for internal quality assurance, including internal quality assurance meetings. Clear and documented roles and responsibilities for all those involved. A forum for discussion of borderline cases and good practice in assessment. Sampling of assessed work. Standardisation of assessed work. Full and clear records of the internal quality assurance process, including action plans. Regular evaluation of the process and outcomes. An internal quality assurer therefore has a central role in the operation of the centre s quality system. A centre may have one or more internal quality assurers, according to the size and variety of its provision. All must have experience relevant to the area(s) for which they quality assure. They should also have an understanding of quality assurance and improvement, and the centre must ensure that they develop their practice in this field. To ensure the integrity of the internal quality assurance process, Internal Quality Assurers must not verify work that they have assessed. Gateway Qualifications External Quality Assurers will review the operation of a centre s internal quality assurance system through centre quality monitoring visits. Quality Assurance Page 28 of 72

Once a course has been internally quality assured, there are two possible paths to the Report of Achievement or Completion. 1. Direct Claim Status, where the Centre has an Approved Internal Quality Assurer (AIQA). 2. An External Quality Assurer signs off the Report of Achievement or Completion. Quality Assurance Page 29 of 72

Direct Claims Status and Approved Internal Quality Assurer Status Centres wishing to make direct claims for certification need to establish that they have suitable staff and a robust and effective system of internal quality assurance. This is undertaken through centre recognition and subsequent quality review visits to the centre. The Centre s External Quality Assurer therefore lies at the heart of these processes and has the responsibility of proposing applications from nominees for Approved Internal Quality Assurance status and approving centres to move to direct claims status. For direct claims status Centres need to have established internal quality assurance systems. These must be fit for purpose and have been applied effectively for a minimum of one complete cycle of programme delivery, learner registration and certification. At times more than one cycle may be required to demonstrate all aspects of internal quality assurance are in place. For example, where delivery is over a very short period or small numbers of staff are involved. The External Quality Assurer needs to be satisfied systems are robust before approving direct claims status, borderline cases may be referred to the Director of Quality. Centres will need suitable staff in place to support internal quality assurance and sign off. Centres should be encouraged to identify Approved Internal Quality Assurance nominee(s) early and they should apply to Gateway Qualifications using the appropriate form (Application for Approved Internal Quality Assurance Status). They will then be advised on the best route to gaining approval (e.g. training requirement or endorsement). Quality and Assessment Manager will be responsible for both the endorsement of Approved Internal Quality Assurance nominees and the confirmation of direct claims status to the Centre. Some aspects of these processes may be covered at centre recognition and all aspects of internal quality assurance are part of centre quality review; Approved Internal Quality Assurer status and direct claims therefore align well with these. Gateway Qualifications will accept individuals approved for direct claims status by another Awarding Organisation and have proof of this approval will be given on this basis followed by an External Quality Assurer visit within 4 months after the Centre becomes active. The following examples are acceptable qualifications for an Approved Internal Quality Assurer to hold (although Gateway Qualifications will consider other internal verification qualifications upon submission): D34 qualification. V1 qualification. Internal Verifier Award. Internal Verification of Credit Based Learning: Continuing Professional Development for Practitioners Award. Level 4 Award in the Internal Quality Assurance of Assessment Processes and Practice. Level 4 Certificate in Leading the Internal Quality Assurance of Assessment Processes and Practice. Quality Assurance Page 30 of 72

External Centre Monitoring Gateway Qualifications will allocate a named External Quality Assurer to your Centre. This person is responsible for ensuring that your internal quality assurance systems meet the requirements set out by Gateway Qualifications. Quality monitoring of a new centre As part of the centre recognition approval process, the External Quality Assurer will contact your centre to arrange an initial visit. The focus of this visit will be to identify any areas that do not meet the requirements of centre recognition. During the visit, the External Quality Assurer will identify any areas where further work is needed and agree actions that need to be undertaken. The actions will be sent to your centre s Quality Assurance contact. Quality monitoring of recognised centres External Quality Assurer will arrange on-going quality monitoring visits to all recognised centres. These visits will: Monitor the centre s compliance with the centre recognition terms and conditions by reviewing course documentation and meeting managers and centre staff. Identify any staff development needs. Ensure that all procedures are being complied with, through an audit trail, and make sure that the award of Qualifications to learners is secure. Authorise Approved Internal Quality Assurers to sign off the Report of Achievement or Completion as appropriate. Review the practice of Approved Internal Quality Assurers to ensure that the awards are secure. On an External Quality Assurer visit they will sample a minimum of 5 portfolios per Qualification. If there are less than 10 registrations on a Qualification, then all registrations will be reviewed. The External Quality Assurer will sample all tutors and Internal Quality Assurers on a visit. If a centre deliver in more than one site then each site will need to be sampled to make sure of consistency of delivery. After each monitoring visit, we will produce a centre quality monitoring report setting out agreed action points with deadlines, which the EQA will monitor the progress and completion of. A copy will be sent to the centre for reference. The frequency of quality monitoring will be determined by factors including; The number and type of actions agreed Volume Type of qualifications offered Quality Assurance Page 31 of 72

External Quality Assurance In all cases, the award of credit being claimed for each learner must be clearly shown on the Report of Achievement or Completion form, which is signed by the tutor/assessor. The Report of Achievement or Completion form must then be authorised before it is submitted to Gateway Qualifications for the award of credit to be issued. Centres with Approved Internal Quality Assurers As set out within the direct claims section, recognised centres that have Approved Internal Quality Assurers are able to authorise the Report of Achievement or Completion and send this directly to Gateway Qualifications for certification. Centres without Approved Internal Quality Assurers If a centre does not have Approved Internal Quality Assurers, Gateway Qualifications will arrange for an external quality assurance visit to authorise the Report of Achievement or Completion. This will normally be the Gateway Qualifications External Quality Assurer allocated to the centre. In some cases, our qualifications will be required to be signed off by an External Quality Assurer. Gateway Qualifications will advise centres directly when this is a requirement set down in the qualification specifications. When recognised centres have completed the process of assessment and internal quality assurance of a course, they should contact the Quality Support contact to arrange an external quality assurance visit. At the visit the External Quality Assurer will carry out the following checks: Ensure that the course is operating in accordance with the centre s recognition criteria. Meet with learners to get their feedback (where possible). Sample assessed work to review assessment and internal quality assurance judgements. Review the arrangements for internal quality assurance. When the visit is complete, the External Quality Assurer will either confirm to the centre that the Report of Achievement or Completion can be authorised, or identify the actions that need to be taken to enable it to be authorised. As part of the annual centre fee, centres are entitled to up to two visits annually from External Quality Assurers for centre quality monitoring and external quality assurance of the Award of Credit process. You can find details of the Gateway Qualifications charging structure within the fees and charging section of our website. Quality Assurance Page 32 of 72