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POLICIES & PROCEDURES

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Policy 1
Centre Management and Organisation

We recognise that regular review and a good system of management and reporting is essential in assuring quality of service.

Aim – To ensure review of all management and system structures within the college.

Procedures

1.1 All policies and procedure will be given and effective from date and a review date of no later than 1 year.

1.2 There will be a biannual audit and review of each qualification which will involve both staff and student evaluation.  This will be followed by a review meeting.  All review documents and minutes must be kept and stored in a secure place convenient for reference.  We will also have monthly planning meeting to review the processes of teaching, learning and assessment.

1.3 As part of review the following will be looked at: Governance, Finance, Course Structure, Staffing and Students.

1.4 All staff will have access to documentation of their key roles and responsibilities and their place within the organisational structure.  (see staff handbook, organisational structure or role profiles)

1.5 All college assessment/review documents must be dated and signed with a hard copy filed or archived.

1.6 All assessors and verifiers must have individual records held by the co-ordinator.  These must contain a copy of their current CPD and supervision notes.

1.7 The management of the centre will be the responsibility of the SQA Co-ordinator.  Administration will be a joint responsibility between the SQA Co-ordinator and assessors.  (See Role Profiles)

Policy 2
Information Management

We value the importance of effective information management both within the organisation and between the organisation, outside agencies, partner agencies and students.

Aim – To ensure effective transfer of information while maintaining confidentiality and securing personal data.

Procedures

2.1 All information being sent from the organisation to SQA will be the responsibility of the named SQA Coordinator.  (See role profile).

2.2 All SQA incoming/outgoing relevant mail must be logged in a mail book.

2.3 All SQA internal exchange of information will be communicated electronically via the agreed data transfer system SQA Connect.

2.4 All confidential candidate information to be communicated via post on college headed paper.  Where information is general it can be communicated via student notice board.

2.5 All candidate information will be collected internally and processed with confidentiality.

2.6 All candidate information and candidate errors will be dealt with in accordance with data protection policies and complaints/grievance guidance.  All candidates will be required to give permission for their personal data to be sent between the centre and the SQA using the agreed data transfer system. (see student Handbook, student agreement)

2.7 All candidate records will be well kept in a lockable cabinet, labelled and organised so that material sought or required is easily found.  This will be accessible by the SQA Co-ordinator only. Candidates will also be required to sign a declaration form permitting for personal data to be sent to SQA.

2.8 All qualification information will be reviewed and updated every 6 months ensuring that relevant details are updated or amended.

2.9 Before registering a candidate, a check will be carried out to ensure there is not already an existing candidate number.

Policy 3
Management of Resources

We recognise that where resources are managed effectively, opportunities are enhanced.

Aim – To organise the college resources in such a way as to facilitate both students and staff.

Procedures

3.1 There will be a standard application process for all assessors and verifiers.   All references and qualifications will be checked.

3.2 All staff are required to submit notification if any professional development.  This must be submitted by way of certification and submitted to the SQA co-ordinator.

3.3 Induction records must be kept for all internal assessors and verifiers.

3.4 Policies and procedures must be available to all staff within the college and at all satellite campus.

3.5 Each course must be reviewed by way of feedback forms completed by both students and staff.   Each review must consider the adequacy or shortage of resources.

3.6 All resources must be ordered and monitored by the college administrator.  Any purchases made out with petty cash must be requested by way of a PR form and signed off by the college principal.

3.7 If qualifications will be delivered at another site a site selection check list will be prepared for each location.

3.8 The SQA Co-ordinator will be responsible for purchasing resources.

3.9 Each member of staff will be issued with a handbook which will include all policies and procedures. (see staff handbook)

3.10 Students will be required to sign a student agreement stating that they have read and understood the contents of the hand book and the requirements of the course as outlined in the student agreement (see student agreement)

Policy 4
Management of External Quality Assurance

We recognise the importance of external verification and will ensure procedures are in place to facilitate external visits in order to ensure quality.

Aim – To ensure qualifications are delivered to the highest standard.

Procedures

4.1 All assessors and verifiers must be familiar with SQA requirements and have access to this information (see staff handbook).

4.2 It is the responsibility of the Internal verifier to arrange and facilitate external verification visits. (see role profile)

4.3 If verification is taking place on multiple sites it will be the responsibility of the SQA Co-ordinator to ensure all documentation and other facilities necessary are in place on each location.

4.4 On receipt of an external verification report it is the responsibility of the SQA co-ordinator to ensure that each member of staff has access to the report on all relevant sites.  Each assessor will be responsible to implement any changes to practice as a response to report recommendations.

Policy 5
Care of Candidates

We value a culture of openness and honesty.  We regard every student as an individual and recognise that students must be fully informed and support offered in and individual basis where required.

Aim – To ensure every student is fully informed and supported at their point of need.

Procedures

5.1 All candidates must undergo an induction process.

5.2 All candidates must have access to information regarding the complaints and appeal processes. (see student handbook, staff handbooks)

5.3 Student support will be available to any student who requires remedial input or additional support.  Students not meeting the relevant performance criteria will be offered one to one tutorial time and subsequently would be permitted 2 opportunities for reassessment (see student handbook, staff handbooks).

5.4 All students will be treated equally irrespective of age, race, gender, residing status or disability.

5.5 Each candidate has the right to appeal internal assessment decisions.  (see appeals flow chart)

5.6 The student handbook will outline clearly both the appeals and complaints procedures.

5.7 Candidates will have access to SQA qualification information via the student handbook.  The handbook will also direct the candidate to the relevant internet resources in regards SQA qualification material.

5.8 Candidates with additional support needs will access support as outlined in the student handbook.

5.9 The centre demonstrates a commitment to equal opportunities in the selection, admission and assessment of applicants and candidates.

Policy 6
Quality Assurance of Assessment and Internal Verification

We recognise that the quality assurance of qualifications offered within the centre stands and falls on a fair and well documented and well monitored system of internal assessment and verification.

Aim – To ensure a fair method of assessment that is consistent and in line with national standards.

Procedures

6.1 All assessment tools will be approved by SQA.  Assessments will be signed by a relevant assessor and countersigned by an internal verifier.

6.2 It is the responsibility of the internal verifier that all assessments are relevant in all aspects of the assessed qualification and that they have been completed by a competent assessor. (see role profile for internal verifier)

6.3 Planning – Assessors and verifiers involved will meet to agree on the assessment instruments to be used.  All meetings will be minuted and agendas retained.  They will agree on and discuss on the standard required by the SQA for the relevant qualification and if necessary develop assessment instruments in line with unit specifications.  This will be counterchecked by another assessor or internal verifier before sending to SQA for prior verification. Course and learning materials will be planned and prepared.  100% of assessment will initially be verified and this will be reduced over time in line with SQA EV recommendation resulting in lowered sampling strategy.

6.4 Implementation –  Standardisation of assessment will be ensured by the implementation of Countersigning of assessment records with some support and guidance from the Internal verifiers.  We hope to move towards cross assessment dual assessment and evidence review. Implementation is to ensure consistency of assessment decisions during delivery. (see staff handbook)

6.5 Review – The assessment environments, equipment, learning and reference and assessment materials will be reviewed by way of meetings as referred to in procedure 1.2.  as the same staff are involved in both processes.

6.6 Any changes or improvements recommended as a result of internal verification will be fed back to the appropriate assessor and documentation kept of both the
verification process and the recommendations along with implementation dates for any changes.
6.7 Before sending final assessment to SQA for certification, the assessor and internal verifier must complete an assessor and internal verification checklist for each candidate in line with the 100% sampling strategy.

6.8 All documentation relating to internal verification must be kept in a secure area and be accessible to the SQA co-ordinator for up to 6 months and then archived.

6.9 Plagiarism will not be tolerated and work that evidences plagiarism will require resubmission and reassessment.  If plagiarism is detected assessors will have an informal discussion to verify authenticity of assessment content. (see student handbook)

6.10 Ratio of IVs to Assessor and assessor to candidate will be closely monitored to ensure workload is appropriate and support is accessible.

Policy 7
Complaints

We recognise that the quality assurance of qualifications offered within the centre stands and falls on a fair treatment of all and must take into account equal opportunities and individual candidate support needs.

Aim – To ensure fair treatment and access to assessment for all.

Procedures

7.1 At Destiny College we aim to nurture a student environment that is educationally supportive and fair.  We do however acknowledge that problems can occur on occasion.  If a student has a problem arise and is not satisfied that we have acted in accordance with our policies and standard, they can inform us using the procedure described below:

If you are unhappy with any aspect of college outside assessment decision this will be processed as a complaint.

How can I make a complaint?

If you wish to make a complaint we would ask that:

7.1.1 You first seek resolution with the person to whom the complaint is concerned.

7.1.2 If this is unsuccessful, please put your complaint in writing to the College Administrator/SQA Co-ordinator.

7.1.3 If there you are still not satisfied with the outcome of your complaint please put your complaint in writing to the College Principles, Andrew and Sue Owen.  Please outline the details of your complaint and include minutes from all previous meetings regarding the complaint.

How will the complaint be dealt with?

You have the right to complain without fear of recrimination and to expect that your formal written complaint will be considered in confidence, fairly by an unbiased parties and responded to within 10 working days.   This may be the College Administrator/SQA Co-ordinator, a College Director or a College Principle.  The reviewing party may consult with either unbiased advisers as appropriate.

As part of the complaints process you may be asked to submit written evidence and you may be asked to attend an interview with the reviewer regarding the complaint.

The reviewer will investigate your complaint fully and make an initial response to you within 7 days.  There after he/she will inform you regularly of the progress of the investigation and will advise you of the outcome as soon as is practical.

Policy 8
Equal opportunities

We value all our staff, volunteers, students and applicants and we will treat all of them equally and fairly without prejudice regardless of: sex, sexual orientation, marital status, race, colour, and nationality, ethnic or national origin, religion, age and disability, gender re-assignment, civil partnership, pregnancy or maternity.

Aim – To ensure the fair and just treatment of staff, volunteers, students and applicants

8.1 We will treat all staff, volunteers, students and applicants without judgement based on the above list.

8.2 We will ensure that no requirements or condition will be imposed without justification which could disadvantage individuals purely on any of the above list.

8.3 We will insure that the policy applies to student selection, student terms and conditions, access to student services and all other aspects of student activities.

8.4 We will insure that the policy applies to all aspect of employment or volunteering.

8.5 We will regularly review this policy to ensure that individual are treated according to their relevant individual abilities and merits

8.6 We are committed to the implementation of this policy and positive actionto ensure the policy is, and continues to be, fully effective.

8.7 The overall responsibility for this policy and the review there off lies with the College administrator or the SQA Co-ordinator where applicable.

8.8 All Staff and students are required while representing the College to comply with the terms of this policy and to act in accordance with the objectives so as to provide equal opportunity for all.

8.9 We will insure that any act of discrimination by employees, volunteers or students, or any failure to comply with the terms of the policy will result in disciplinary action in accordance with our disciplinary procedures.

8.10 In relation to matters of religion and belief, we reserve the right to appoint staff who are loyal to the Christian ethos of the organisation in order to preserve its distinctiveness in accordance with the Employment Equality Regulations 2003.