Stage two documentation is listed in the Handbook (pp 48-49) and in Appendix 2 of this document.
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1 Electronic documentation for inspections: Guidelines for providers After a trial period in 2014, we are now ready to offer all providers due for inspection from 1 April 2015 the chance to provide pre-inspection documentation (Stage 2) electronically, rather than in paper form. Inspectors will agree with providers on a case-by-case basis the form in which on-site Stage 3 documentation should be prepared. 1 Before the inspection Stage 2 documentation: what are the options? There are two options: 1. All the documents are sent in electronic form. 2. Most of the documents are sent in electronic form; any that you do not have available electronically may be sent in paper form. Please agree with the inspectors the means by which electronic documents will be provided (see below). If you should need to send any documents in paper form, please confirm this with the inspectors (see below). Preparing Stage 2 documentation Stage two documentation is listed in the Handbook (pp 48-49) and in Appendix 2 of this document. When submitting documents electronically, it is helpful if you make a folder for each of the 31 areas of documentation listed, and put files of all documents relating to this area within the folder (even if there is only one document in the folder). Please be sure to label folders clearly with the document number from the Handbook list and a brief description, e.g. 05 recruitment policy 18 General English syllabus Please number folders 1-9 as 01, 02, 03 etc so that they are listed correctly in an electronic format. See Appendix 1 for a sample set of Stage 2 documentation presented electronically. Templates Please use the following when preparing Stage 2 documentation: the template for listing People to be seen (Document 1) the template for listing administrative and welfare staff (Document 2) the template for listing the academic staff qualifications and experience * (Document 14) *Please note that this replaces the old Teacher CV forms. The teaching staff template contains two worksheets: (i) a simple summary of name, qualification status, contract status, and DBS status; (ii) a second worksheet asking for more details about qualifications and experience. February
2 These templates along with other forms you may need (organisation profile, rationales) can be found at If you have any documents that are not available electronically, please inform the reporting inspector of this by before the Stage 2 documentation is sent to the inspectors, and indicate the number(s) of the document(s) concerned. See Appendix 2 for the numbered list of Stage 2 documents. Submitting Stage 2 documentation The reporting inspector will discuss and agree with you how the Stage 2 documents should be sent to both inspectors. There are two options: 1. Load Stage 2 documentation onto a memory stick and send one to the reporting inspector and one to the co inspector by post. Any documents you need to send in paper form can be sent at the same time. Revised teaching timetables or updated versions of documents (e.g. to reflect new staff taken on at short notice) can be sent as attachments during the two weeks up to the inspection. Please date any new versions. 2. Open a dropbox account (free at Make a folder called British Council inspection name of your school and make a folder within this called Stage 2 documentation. You can upload Stage 2 documents to this folder and then share the whole inspection folder with both inspectors. Please be sure to share the folder with the inspectors. Do not send them log-in details to your account and do not simply send them a link to your account. If you are using the dropbox option, do not amend any of the documents in the dropbox folder once they have been shared without informing both inspectors. Revised teaching timetables or updated versions of documents (e.g. to reflect new staff taken on at short notice) can be added, but both inspectors must be informed by that you have done so. Please date any new versions. Stage 3 documentation: what are the options? Providers are also asked to prepare a set of additional documentation (Stage 3) for inspectors to refer to during the inspection. This is listed on pp of the Handbook and in Appendix 3 of this document. Please discuss with your reporting inspector how it can best be presented. There are two options: 1. Load all the Stage 3 documents onto a memory stick and give this to the reporting inspector when s/he arrives, or upload them to your dropbox (as above). 2. For documents you normally keep electronically: load these onto a memory stick or upload them to your dropbox (as above). For any documents you normally keep only in paper form: indicate these on the list of Stage 3 documentation and present them in paper files in the inspectors base room. It is really important for the Stage 3 documents to be clearly and consistently labelled and numbered in the same way as the Stage 2 documents. For either option above please indicate on the list of Stage 3 documentation which documents are confidential and should not be removed from school premises. February
3 2 During the inspection Stage 2 documentation Inspectors will have loaded the Stage 2 documents onto a tablet or laptop to bring with them to the inspection. During interviews some inspectors may wish to refer to documents and will, therefore, have their files, tablets or laptops open. Stage 3 documentation It will be very helpful if a laptop or desktop computer can be made available in the inspectors base room. Inspectors may wish to have copies of certain non-confidential Stage 3 documents to take for reference when writing the inspection report. These may be in electronic form on the memory stick or dropbox, and inspectors may request copies of any documents the school stores only in paper form. 3 After the inspection Inspectors are required to keep all inspection documentation until three months following the ASAC meeting to which the report was submitted. At this point all electronic documentation will be deleted from inspectors tablets, laptops and desktop computers, and from memory sticks. Any paper documentation will be shredded. If using dropbox, please keep your Stage 2 (and, if relevant, Stage 3) material on the shared dropbox account until this time. February
4 Appendix 1 Part of a sample set of Stage 2 documentation presented electronically Please note. The provider has created a separate folder for each document even if the folder contains only one file. This is helpful as it keeps the documents in order. February
5 Appendix 2 Stage two documentation Management Notes 01 People to be seen form Template on web 02 List of staff: all current administrative and welfare staff involved with ELT students, stating relevant qualifications and experience 03 Organogram including all management and academic staff 04 Job descriptions for relevant academic, non-academic and administrative staff 05 Statement describing recruitment policy Template on web 06 Statement describing staff induction procedures 07 Statement describing staff appraisal process 08 Policy documents and list of any continuing professional development activities for the previous 12 months 09 Statement describing policy on student absences 10 Summary of action taken in response to Points to be addressed from the last inspection report (not applicable to first time applicants) 11 Statement describing publicity (which is main medium, what is available, translations etc) Resources and environment 12 Map of organisation/centre s/home tuition location(s) (HT before inspectors visit teachers) 13 Floor, and where relevant, site plan Teaching and learning 14 Teacher CV spreadsheet for all academic staff including Template on web the DoS 15 Rationale(s) for any T1, T2, or T4 exceptions Templates on web 16 Qualifications evaluation form where the status of ELT/TESOL qualifications is uncertain 17 Comprehensive and accurate class timetable for the inspection period (S/ISC timetable showing any EL staff deployment on other subjects during inspection period) 18 Syllabuses or related guidelines for course design Template on web Welfare and student services 19 Risk assessments (premises) 20 Written policy statement for dealing with abusive behaviour 21 Description of accommodation used: type, location at peak 22 List of any accommodation available (HT home tuition register), with an indication of which accommodation will be in use during the inspection period February
6 23 Sample documents relevant to student accommodation and home tuition placement: application form for prospective hosts/home tuition teachers inspection form/checklist, including safety and suitability letter of agreement between hosts/home tuition teachers and provider information/advice for hosts/home tuition teachers information/advice for students pricing and payment details booking confirmation letter for students/hosts evaluation form any sample declaration forms for hosts/home tuition teachers looking after under-18s. 24 Any current leisure programme covering the inspection period 25 Statement describing policy on supervision ratios and specialist qualifications of any staff used on leisure activities both on- and off-site Care of under 18s 26 Safeguarding policy Information for staff 27 Staff handbook (any notes for staff): any information for administrative/support staff any information for residential staff any information about accommodation any information about leisure activities any safeguarding advice re care of under 18s for teachers/hosts, including guidance about staff/student numbers on leisure activities. 28 Teacher handbook (any notes for teachers): relating to academic resources guidance about teaching description of course structure guidance about teaching performance. Information for students 29 Student handbook (any notes for students): statement of complaints procedure for students and any relevant documents information relating to academic resources course description/methodology statement guidance notes on examinations any pre- and post-arrival documents, including advice about coming to and living in the UK information on any library or self-access centre. 30 Publicity materials including website and any supplementary information to the brochure, e.g. price lists for extras, information about excursions, information for agents 31 Any document which is additional to or changes terms specified in publicity (e.g. contracts for closed groups) Any tender documents, contracts and student needs analysis for in-company provision. February
7 Appendix 3 Stage three documentation Management 32 Minutes of meetings Notes 33 Any information sent to prospective employees 34 Signed staff contracts (with terms and conditions of service) 35 Appraisal/monitoring documents, and appraisal records 36 Completed enrolment documentation, including any consent forms from parents/guardians 37 Records of students contact details 38 Registers/attendance records 39 Record of follow-up action for student absences 40 Self-evaluations or inspection/audit reports from any relevant external quality assurance bodies (e.g. OFSTED) 41 Completed student feedback forms and record of follow-up action 42 Records of staff feedback and any action taken 43 Statement of complaints procedure, records of any complaints and action taken Resources 44 List of available equipment, e.g. CD/DVD players 45 Any policy statement or records relating to resources 46 List of resources: printed, audio and visual, computer software 47 List of professional publications and associations subscribed to Teaching and learning 48 Teaching staff records copies of certificates 49 Observation records for teachers with MAs in TESOL or TESOL-related subjects, minimum five hours 50 Previous timetables 51 Substitution policy statement for absent teachers, and staff absence and substitution records 52 Teacher observation records and feedback; record of action in relation to staff development 53 Schemes of work February
8 54 Course reports for any courses not seen 55 List of any examinations for which preparation/guidance/enrolment is provided 56 Any examination course documentation, e.g. entry tests for examination courses, syllabuses 57 Examination results for previous year 58 Any written description of placement procedures and sample copy of placement tests used 59 Any progress, mid-course and exit tests 60 Any tutorial records 61 Copy of completed academic reports and any written description of assessment criteria and procedures 62 Class profile for each class running during inspection 63 Course plan and day s timetable for each class 64 Lesson plans, including teacher s full name, level/name of class, room number, aims, stages, any homework to be given, with copies of materials and handouts used 65 Examples of students work/files 66 Class records, including homework records 67 Handover notes/records Welfare and student services 68 Any information for and/or agreement with group leaders 69 Dated records of accommodation inspections 70 Accommodation records/rooming lists 71 Risk assessments relating to the supervision of activities 72 Any leisure activity information packs for students and homestay hosts 73 Any previous leisure programmes, for the preceding 12 months Care of under 18s 74 Student cards/emergency number 75 In-house publicity, notices and handouts about leisure programme 76 Evidence of suitability checks for holders of roles involving responsibility for or substantial access to under 18s February
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