Original submitted to FETAC 2006. Organisational Structural Change Revisions 2010

QUALITY ASSURANCE HANDBOOK Original submitted to FETAC 2006 Organisational Structural Change Revisions 2010 Organisational Structural Change and QA Process Update (to Version 3.0) 2013 Note: This document was amended in 2010 to reflect the organisational structural change which occurred within FÁS between 2006 and 2010. The document has now been further amended to reflect additional organisational structural change which occurred between 2010 and 2012 and to include Training Standards System detail up to the 30 th June 2013. This document contains the most recent QA processes officially notified to the TSS Unit by the relevant policy areas. FÁS Training & Employment Authority, 27-33 Upper Baggot Street, Dublin 4 Tel: (01) 607 0500 Fax: (01) 607 0600 Email: info@fás.ie Website: www.fás.ie FÁS 2013

TABLE OF CONTENTS BACKGROUND... 3 INTRODUCTION TO FÁS... 4 ROLES & RESPONSIBLITIES... 4 ORGANISATIONAL STRUCTURE... 5 VISION, MISSION STATEMENT, CORE VALUES... 9 QUALITY POLICY... 10 CUSTOMER CHARTER... 11 FÁS POLICY FRAMEWORK FOR LIFELONG LEARNING... 13 FÁS AND THE QUALIFICATIONS ACT 1999... 15 FÁS PROVIDED TRAINING... 15 FÁS QUALITY ASSURANCE POLICY APPROACH....16 PURPOSE AND SCOPE OF FÁS QUALITY ASSURANCE POLICIES AND PROCEDURES... 18 FÁS QUALITY ASSURANCE POLICIES AND PROCEDURES 20 1. COMMUNICATIONS. 21 POLICY..21 PROCEDURES.22 2. EQUALITY.. 28 POLICY..28 PROCEDURES 29 3. FÁS STAFF RECRUITMENT AND DEVELOPMENT..32 POLICY..32 PROCEDURES.33 4. ACCESS, TRANSFER AND PROGRESSION. 38 POLICY..38 PROCEDURES.40 5. PROGRAMME DEVELOPMENT, DELIVERY AND REVIEW.43 POLICY..43 PROCEDURES.46 6. FAIR AND CONSISTENT ASSESSMENT OF LEARNERS 56 POLICY..56 PROCEDURES.60 7. PROTECTION FOR LEARNERS.74 POLICY..74 PROCEDURES.75 8. PROCURING PROGRAMME DELIVERY THROUGH UTILISATION OF SECOND TRAINING PROVIDERS...78 POLICY..78 PROCEDURE 80 9. FÁS MONITORING.83 POLICY..83 PROCEDURERS..85 10. EVALUATION OF PROGRAMMES AND SERVICES...88 POLICY...88 PROCEDURES..90 FÁS 2013 2

BACKGROUND In 2006 FÁS developed this Quality Assurance handbook as part of its responsibilities under the Qualifications (Education and Training) Act 1999. The Quality Assurance Handbook version 1 was the FÁS overarching Quality Assurance document and formed part of the 2006 FÁS/FETAC Quality Assurance agreement. In the intervening years, FÁS experienced significant structural change. Updates to the Quality Assurance Handbook which reflect said structural change were made to the QA handbook in 2010. This Quality Assurance Handbook V3 2013, has been updated to reflect further organisational change which occurred in 2012 and provides detail of full implementation of the Training Standards System (TSS). The QA handbook continues to contain relevant information that meets the requirements of the 1999 Education and Training Act and the 2006 FÁS /FETAC QA agreement. November 2012 saw the introduction of the Qualifications and Quality Assurance (Education and Training) Act 2012 and the establishment of Quality and Qualifications Ireland (QQI). The QQI was formed through the amalgamation of the Further Education and Training Awards Council (FETAC), the Higher Education and Training Awards Council (HETAC), the Irish Universities Quality Board (IUQB) and the National Qualifications Authority of Ireland (NQAI). In the autumn of 2013, FÁS will be dissolved, and FÁS training centres will commence transfer to Education and Training Boards (ETBs). The training centre transfer process will conclude in 2014. It is expected that the QQI will publish new quality assurance guidelines for training provision towards the end of 2013. Until such time as the new quality assurance guidelines and agreements are in place with QQI, existing QA agreements stand. Therefore this QA Handbook reflects the requirements of the 1999 act and pertains to the existing Quality Assurance agreement between QQI/FETAC and FÁS. The FÁS Quality Assurance Handbook version 3 also provides details of improvements made to the quality assurance system between 2006 and 2013. Following the dissolution of FÁS and until the availability of detail from QQI related to new QA requirements associated with the Qualifications and Quality Assurance (Education and Training) Act, 2012 this QA Handbook will subject to agreement with QQI be utilised in relation to programmes under the remit of SOLAS. FÁS 2013 3

INTRODUCTION TO FÁS BACKGROUND to FÁS ROLES & RESPONSIBILITIES F ÁS, the Training and Employment Authority, was established in January 1988, under the Labour Services Act 1987 to provide a wide range of services to the labour market in Ireland. Its functions as laid down in the Act are: training and re-training designated apprenticeships recruitment service employment schemes placement and guidance services assistance to community groups advice for people returning to Ireland and those seeking employment elsewhere in the EU. FÁS was also mandated to collate and publish information relating to the labour market and to provide the Minister for Education and Skills with information, reports, etc., on matters within its remit. FÁS has statutory responsibility for the organisation and control of apprenticeship training in the designated apprenticeship occupations. Statutory developments have impacted on FÁS roles and responsibilities. o Since 2000, when the National Rehabilitation Board was dissolved, FÁS has had responsibility for vocational training and employment of people with a disability. Until the advent of the Qualifications Act (1999), FÁS was the awarding body in respect of all its own programmes. Subsequent to the1999 act and FETAC had responsibility for making awards for FÁS programmes. As a result of the enactment of Qualifications and Quality Assurance (Education and Training) Act 2012 this responsibility has transferred to the QQI. In March 2010, a Government decision was taken to transfer responsibility for the development and management of the FÁS Employment Services and Community Employment Programmes to the Department of Social Protection. The transfer occurred in January 2012. Post transfer of FÁS Employment Services and Community Employment Programmes to the Department of Social Protection FÁS as the national Training and Authority, continues to have a wide range of clients and stakeholders. It has links to most industrial sectors and operates through consultation with social partners. As part of its training responsibilities, programmes are available to a diverse group of learners, through a wide range of settings including:- FÁS Training Centres Work-based training Community-based training FÁS 2013 4

FÁS ecollege External training locations (e.g. contracted training) Institutes of Technology As stated earlier In the autumn of 2013, FÁS will be dissolved, and FÁS training centres will commence transfer to Education and Training Boards (ETBs). The training centre transfer process will conclude in 2014. During the transition phase a transition quality assurance system (TQAS) will be available for utilization by former FÁS training centres to ensure continuity of service to the learner, other stakeholders and to ensure continued compliance with quality assurance requirements. Utilisation of TQAS will be at the discretion of the relevant ETBs. ORGANISATIONAL STRUCTURE FÁS is a non-commercial semi-state body divided into four geographic areas. The 2013 Service Plan for FÁS Training Provision indicates that within its allocated budget, FÁS will offer:- Circa 4,000 vocational training courses to 72,000 + unemployed persons Provide for an estimated 1,500 + new apprenticeship registrants and more generally provide for an existing apprentice population of approximately 9,000 at various stages of both on and off-the-job training. The 2013 Service Plan for FÁS Training Provision also states that by the end of 2013, the Further Education and Training (FET) landscape in Ireland is expected to be very different to that existing at the start of the year. Subject to legislation, 33 existing VECs will be replaced by 16 new Education and Training Boards (ETBs). The existing FÁS training centre network will be amalgamated, on a phased basis in 2013/2014, with the newly established ETBs. FÁS will be dissolved and a new further education and training authority, SOLAS, will be established. During the transformation process FÁS will maintain an organisational structure to manage the size, complexity and diversity of its operations and to ensure the quality assurance of its training provision. The overall structure of FÁS in relation to Quality Assurance responsibilities which will be maintained during the transformation process is illustrated in the organisational chart on the following page. FÁS 2013 5

QUALITY ASSURANCE OVERVIEW OF FÁS LINES OF RESPONSIBILITY The Board of FÁS Director General ADG Corporate Services ADG Training Provision ADG FET Strategy ADG Operations FÁS 2013 6

The Board of FÁS has responsibility for the overall direction of the organisation and its policies. FÁS Board members are appointed by the Minister for Education and Skills. FÁS is headed by the Director General who reports to the Board. The Director General chairs the FÁS Senior Management Team, which is responsible for the implementation of the Board s policy and is made up of the Assistant Directors General. The delivery of services is broken into four areas of responsibility, each of which is controlled by a separate Assistant Director General. Each Division is sub-divided into a number of departments. These are managed by Directors who report to the Assistant Directors General. The responsibilities of each ADG are summarised in the following table: ADG Corporate Services Training Provision Further Education and Training Strategy (FETS) Operations PRINCIPAL AREAS OF RESPONSIBILITY Financial Accounting, Management/EU Accounting, Financial Policies and Standards, Procurement, Facilities Management, Information &Technology, Human Resources, Health and Safety, Communication, Legal Services, Freedom of Information, Oireachtas Liaison, Secretariat to the Board. Community Training, Apprenticeship Services, Adult Training & Risk Management, Curriculum and Assessment, Screen Training Ireland, Programme Validation/Evaluation and Programme Innovation National Programmes & Standards, Research, Planning and Development, Quality Assurance, Wider Horizons, Libraries/Garda Vetting, Contract Training Policy & Support, ecollege, Labour Market Education & Training Fund, (Momentum Programme), Skills/ Labour Market Research Operational Delivery of Training Programmes, Services to Business, Regional Finance & Administration, Construction/Environment, Safe Pass & Skills Certification. The Senior Management Team (SMT) has overall responsibility to ensure FÁS compliance with the quality assurance requirements of the Qualifications Act (1999). Business Planning Annual Service Plan Following a strategic planning exercise in February 2011, the FÁS Board initiated a new training strategy and agreed that a fit for purpose training and assessment system to meet the needs of learners and employers was one of the key corporate objectives for the organisation. 1 This strategy is reflected in the FÁS Annual Service Plan which is agreed by the FÁS Board. 1 Page 12 Service Plan for FÁS Training Provision 2013 FÁS 2013 7

Annual Divisional Business Plans Annual Divisional business plans which reflect the FÁS Annual Service Plan content are developed to drive the implementation of the organisational strategy. To ensure a consistency of approach, each Division develops its annual business plan using a standardised organisational template. Business plans are developed in consultation with Divisional staff and other relevant Divisions that provide particular support services. To ensure continuous improvement, each plan is reviewed mid-year and at the end of the year. Quality assurance of training programmes and related services is an integral part of the business planning process. FÁS has built on its quality assurance approach to training within the context of European Union (EU) strategies, such as the Lisbon Strategy and the Copenhagen Process, which aim to promote mutual trust in training provision, transparency and recognition of competences and qualifications, and enhanced mobility of labour in the EU. In 2005 FÁS published a report FÁS TRAINING STRATEGY. This report set out a broad strategy for the organisation s training in future years. It considered the main external factors that would influence FÁS activities, including the Awards Councils requirements. It reviewed existing FÁS provision and indicated the nature and mix of FÁS training programmes and services required for the future. As stated earlier in 2011 the FÁS Board initiated a new training strategy and agreed that a fit for purpose training and assessment system to meet the needs of learners and employers was one of the key corporate objectives for the organisation. This strategy is reflected in the Service Plan for FÁS Training Provision 2013. The service plan details the FÁS support related to quality assurance that can be made available to support the transition of FÁS training centres to ETBs. Quality Systems For the last 25 years FÁS has used Quality Management systems, taking significant steps to become an accredited quality assured organisation. Various Divisions in FÁS have been accredited by the following Quality standards: o International Standards Organisation (ISO) 9001:2000 o Quality Mark (Q Mark) o Excellence Through People (ETP) www.fas.ie/etp The organisation aims to achieve excellence in its staff and work practices. It invests in staff training and development identified through: o Performance Management Development System (PMDS) FÁS 2013 8

VISION, MISSION STATEMENT, CORE VALUES In FÁS, we are committed to providing essential labour market services for the many individuals, communities and enterprises that rely on us to meet their labour market and career development needs. In FÁS, we believe we can best achieve this by pursuing our Vision and Mission Statement as set out below. Vision To excel in providing labour market services. Mission Statement To promote a more competitive and inclusive knowledge-based economy, in collaboration with our stakeholders, by enhancing the skills and capabilities of individuals and enterprises. Core Values The following shared Core Values, all of equal importance, guide the way we work in FÁS and the way we provide quality Programmes and Services to our customers and stakeholders. FÁS 2013 9

QUALITY POLICY FÁS is committed, as a core element in its organisational strategy, to achieving service excellence in all of its labour market services, within a framework of total quality, continuous improvement and accreditation. Our strategy is based on a policy that values our customers and aims to provide a consistent, quality service to meet their needs. We will continue to build on our experience and significant progress to date, with a view to encouraging our services to adapt on an on-going basis to the changing needs of our customers. We will do this by working together in partnership, with a clear focus and commitment to serving our customers, and thereby achieve our Vision - to excel in providing labour market services. PAUL O'TOOLE Director General June 2009 FÁS 2013 10

CUSTOMER CHARTER The Charter below sets out the standards of service that our Customers can expect from FÁS. The Service we provide is guided by our customer values: We care about our customers. We help our customers to define their requirements and we work with them to find solutions. We are responsive and flexible in meeting our customers needs. Our attitude towards customers is courteous, friendly and attentive. FÁS will deliver this quality service under the following headings: Staff/Customer Support a customer service ethos amongst all members of staff. This charter confers on members of the public and FÁS Staff the same levels of respect and courtesy. Best Practice Adopt best practice in the provision of services. Customer Information Promote public awareness of FÁS Programmes. Customers can access information on FÁS services by visiting any of our offices around the country or by accessing the FÁS website at www.fas.ie Equality Provide our services to all customers in a courteous, fair and impartial manner and in full compliance with all equality legislation. Facilitate access to FÁS services for people with disabilities. Health & Safety Provide public offices and training places that comply with occupational and safety standards. FÁS 2013 11

Privacy and Confidentiality All our dealings with our customers are conducted in a manner that respects their rights to privacy and confidentiality. Consultation/Feedback Listen to, value and consider carefully all views expressed and where possible and within a realistic timescale, agree a way forward. FÁS welcomes your comments, suggestions and views on any aspects of our services because this will help us to better satisfy your needs. Promptness Reply to all letters, emails and voicemail promptly and efficiently. If the preparation of a reply requires more than 5 working days, FÁS will issue an acknowledgement to all messages/correspondence. Complaints Deal with queries in an open, objective and fair manner. Every effort will be made, at local level, to resolve the complaint to the satisfaction of both the customer and FÁS. Where the complaint cannot be handled locally the complaint will be dealt with by the Office of the Ombudsman (Ombudsman Amendment ACT 2012). FÁS 2013 12

FÁS POLICY FRAMEWORK FOR LIFELONG LEARNING 1. Lifelong Learning - Background The issue of lifelong learning has become very topical in recent times. Where previously lifelong learning might have been seen as the province of professionals or knowledge workers the need to continuously adapt and upgrade knowledge, skills and competencies is now seen to apply across all jobs. The need for lifelong learning has become all the more apparent given current demographic trends where, throughout Europe, there is a decline in new entrants to the labour force and a consequent need to rely on existing, and ageing, workers. Ireland is now beginning to experience this trend with a significant decline in the numbers leaving second level education. In addition to the economic imperative, there are a number of social concerns driving the lifelong learning agenda. Foremost amongst these is the interrelationship between employability and social inclusion. FÁS policy on lifelong learning acknowledges that social and economic change will continue to have an increasing impact on skills and knowledge redundancy. 2. Definition and Scoping The European Commission definition of lifelong learning is: "All learning activity undertaken throughout life, with the aim of improving knowledge, skills and competences within a personal, civic, social and/or employment-related perspective." This definition must be seen in the context of individual development, active citizenship, social inclusion and the economic wellbeing of society as a whole. The FÁS lifelong learning policy is framed in the context of employability and inclusion. The vision is that each learner will be given access to the skills, supports and resources needed to engage in learning on a lifelong basis. 3. Key Features of the Policy Framework FÁS clients, whether employed or unemployed, shall be treated as potential lifelong learning clients. An important and fundamental element of the relationship is that all of a client's lifelong learning activities, and the skills/competences they develop, should be acknowledged and recorded to form part of a personal portfolio of qualifications and competences. FÁS will work with social partners, other training and education providers, as well as certifying authorities, to dissolve institutional barriers and seek to implement coordinated institutional approaches on the most efficient and effective means of providing lifelong learning to the population as a whole. FÁS 2013 13

The following are the core policy values being adopted: Access for all: FÁS will make access to supported learning a priority. This will include the identification and removal of barriers to access and to learning, as well as the implementation of integrated progression paths from foundation to higher levels of training and accreditation. Employability: FÁS will develop, deliver and promote learning and accreditation provisions to help: 1. The unemployed move into employment. 2. Upgrade the skills of those in employment, with a particular focus on vulnerable employed groups whose skills are in danger of becoming redundant. 3. Promote investment in training to improve competitiveness. Equity: FÁS will provide and deliver services and learning opportunities in a way that tackles social exclusion. It will enable vulnerable groups to compete for employment on the basis of accredited skills and competences. Choices: Information on learning options will be made available to all clients. FÁS Learning provisions will focus on the learner and offer choices to individuals on what, when and where they learn, within the resources allocated to the organisation. Integration: FÁS lifelong learning policies and provisions will be implemented and delivered as an integral part of the FÁS contribution to the national human resources development strategy, and not as a series of one-off, disconnected or stand alone interventions. Approved by Executive Board 21 st Oct. 2002 Approved by FÁS Board 7 th Nov. 2002 FÁS 2013 14

FÁS AND THE QUALIFICATIONS ACT FÁS PROVIDED TRAINING U nder the Qualifications Act (1999), FÁS is a provider, i.e. a body which provides, organises or procures a programme of education and training (Qualifications Act 18.6). As a provider FÁS has responsibility for its training programmes whether provided in its own Training Centres network, or provided by a range of second providers, to diverse target groups, in a variety of settings throughout the country, using various funding mechanisms. FÁS responsibilities in relation to its second providers include the following: o assuring the quality assurance of the training programme, including assessment o ensuring that second provider systems are quality assured in relation to training o putting in place a formal agreement with the second provider to clearly state respective roles and responsibilities, and to ensure the maintenance, monitoring and continuous improvement of the quality assurance of the programme o consulting with the second provider before making an application for validation of a FÁS programme. FÁS responsibilities and second provider relationships are illustrated in the table below: FÁS TRAINING PROVISION AND SECOND PROVIDER RELATIONSHIPS Corporate Structure - Link to Second Providers FÁS Training Provision Second Providers Community Training Community Training Centres Local Training Initiatives Specialist Training Providers Department of Justice Workshops Adult Training Specific Skills training Traineeship Foundation/Bridging Training Evening/Sponsored Apprenticeship Services Apprenticeship, Phase 4 & 6 Institutes of Technology Phase 1,3,5,7 Employers Sectoral Initiatives National Programmes and Contracted Training Policy and Support Standards ecollege Wider Horizons Momentum Programme Competitive funding only. Allocated through tender process Operations Construction Environment/ Safe Pass CSCS/QSCS FÁS 2013 15

FÁS QUALITY ASSURANCE POLICY APPROACH I n recognition and support of the requirements of the Qualifications Act (1999), the FÁS Statement of Strategy 2006-2009 gives a clear commitment to: provide higher quality, more innovative and flexible services to customers by embracing a culture of quality and service excellence, by providing Programmes and Services that are approved and accredited by the Awards Councils and by seeking customer feedback and continuous improvement. (FÁS Priority Goal 5) Building on existing good practice, FÁS developed a Quality Assurance policy framework. The national policy approach interprets and reflects FETAC requirements in a FÁS context, builds in FÁS own QA requirements, and augments existing organisational quality assurance policies and practice. In this way, the approach is a process which builds on the FÁS quality ethos. Consultation Process The FÁS National Quality Assurance Policy Framework evolved into the FÁS NATIONAL QUALITY ASSURANCE POLICY document through a consultation process led by the Quality Assurance Directors Group (QADG) and involving FÁS management, trade unions, the FÁS National Partnership Group, and FETAC. The FÁS NATIONAL QUALITY ASSURANCE POLICY document has been agreed by FÁS management, and is subject to ongoing consultation with all FÁS stakeholders. The document is available electronically or in hard copy from each Division. FÁS National Quality Assurance Procedures FÁS FETS (National Programmes and Standards) used the FÁS NATIONAL QUALITY ASSURANCE POLICY as the basis to review and develop their existing quality assurance procedures in order to ensure compliance with the Awards Councils and FÁS requirements. FÁS Evidence of Quality Assurance Activity FÁS quality assurance procedures provide for the collection and presentation of evidence of quality assurance activity. The evidence is available for internal and external monitors and contributes to the continuous improvement of FÁS training. The diagram on the following page illustrates the FÁS approach to ensuring its compliance with the requirements of the Qualifications Act (1999). FÁS 2013 16

FÁS QUALITY ASSURANCE APPROACH *Quality Guidelines FÁS QA Policy; National Quality Goals & Responsibilities National QA Procedures (Training Standards system, TSS) Developed by each FÁS Division (Use of Quality Management Systems, e.g. ISO 9001, Q-Mark, PMDS, etc.) Continuous Improvement Corrective Actions Local FÁS business processes produce evidence & records; e.g. Local procedures, specifications, templates, assessment documents, staff development & learner records, etc. Monitor consistent application and effectiveness of procedures *AWARDS COUNCIL QUALITY ASSURANCE GUIDELINES AND FÁS QUALITY ASSURANCE REQUIREMENTS FÁS 2013 17

PURPOSE AND SCOPE OF FÁS QUALITY ASSURANCE POLICIES AND PROCEDURES Purpose T he purpose of the FÁS NATIONAL QUALITY ASSURANCE POLICY document is as follows: a) To provide a national quality assurance policy framework for all training that FÁS provides, organises or procures b) To build on organisational best practice c) To incorporate a learner focus which identifies and meets learner needs d) To ensure a consistent approach to the quality assurance of training across the organisation e) To ensure the continuous improvement of FÁS training programmes and related services f) To set out the various organisational roles and responsibilities regarding the implementation of FÁS quality assurance policies for training provision. The policies comply with the Qualifications Act (1999) and reflect the requirements of NQAI, and FETAC, as well as those outlined in the FÁS Training Strategy 2011 and EU targets in relation to training and education. The purpose of FÁS National Quality Assurance Procedures is to ensure the integration and implementation of the FÁS QA Policy requirements in the organisation s business processes and practices. Scope The FÁS NATIONAL QUALITY ASSURANCE POLICY document is an organisationwide document that governs all FÁS training activity, whether provided, organised or procured. The document contains ten quality assurance policy statements in the required areas of: communications, equality, staff recruitment and development, access, transfer and progression, programme development, delivery and review, fair and consistent assessment of learners, protection for learners, sub-contracting/procuring programme delivery, monitoring, and evaluation of programmes and related services. FÁS training provision is based on a long-standing flexibility to meet immediate and emerging needs. Each policy statement is designed to enable FÁS to tailor its procedures to meet the particular needs arising in a range of learning environments and to accommodate all types of training provision. FÁS 2013 18

Each policy statement sets out the parameters within which FÁS Divisions operate and specifies the minimum evidence they must provide to confirm and verify adherence to the particular FÁS National Quality Assurance Policy. Each set of FÁS National Quality Assurance Procedures specifies the good practice and supporting evidence which Divisions are required to implement to ensure compliance with each policy requirement. Format Each policy is laid out in the same way in order to ensure a consistent organisation-wide approach to implementation. Each policy begins with a statement of FÁS commitment to the particular Quality Assurance requirement. The purpose of the policy is defined. The Divisional responsibilities for implementing the policy are clarified. The policy is expanded into its component parts. Divisional responsibilities for monitoring, the minimum evidence of implementation and the minimum measurable indicators of quality are listed in the final section of the policy, monitoring evidence of implementation The ten National Quality Assurance policies included in this handbook can also be found in the FÁS NATIONAL QUALITY ASSURANCE POLICY document. Each set of FÁS National Quality Assurance Procedures integrates organisational policy requirements with divisional implementation actions. Quality Assurance procedures are presented in process map format. The sections on procedures state where they can be located within the organisation. Specific procedures required for inclusion by the Awards Councils are included in this handbook. FÁS 2013 19

FÁS QUALITY ASSURANCE POLICIES AND PROCEDURES FÁS 2013 20

1. COMMUNICATIONS POLICY FÁS is committed to the provision of an effective communications system for all stakeholders. This commitment is reflected in the FÁS Service Plan. FÁS recognises the importance of providing information to prospective and current learners, staff and other stakeholders. FÁS also recognises the importance of obtaining and acting upon information and feedback from all learners, staff and key stakeholders to maintain and improve programme quality. 1.1 Purpose 1.1.1 The purpose of this policy is to ensure that an effective communications system for stakeholders is provided in FÁS provided, and/or organised and/or procured training programmes. 1.2 Responsibilities 1.2.1 FÁS FETS (National Programmes and Standards), FÁS Training Provision Division and FÁS Operations have responsibility, as appropriate, to manage: a) Provision of information on training to prospective and current learners, staff, and other internal and external stakeholders b) Acquisition of feedback from all stakeholders c) Utilisation of this feedback for the purpose of continuous improvement of training programmes and related services. 1.2.2 FÁS Training Provision Division) has responsibility to provide particular information relating to Curriculum, Assessment, and Programme Evaluation. FÁS Training Provision Division provides this information through mechanisms such as the following: a) FÁS training publication QA58/01 TRAINING SPECIFICATION, FÁS QA publications 'APPRAISAL OF FÁS PROGRAMMES LEADING TO FETAC COMMON AWARDS (PRE-VALIDATION) or DEVELOPMENT AND VALIDATION OF FÁS TRAINING PROGRAMMES AND RELATED SERVICES LEADING TO AWARDS b) FÁS assessment design series QA98/01 PRINCIPLES OF ASSESSMENT, QA98/02 FEATURES OF FÁS ASSESSMENT, QA98/03 DESIGNING AN ASSESSMENT SYSTEM c) FÁS ASSESSMENT REGULATIONS d) FÁS NATIONAL QUALITY ASSURANCE ASSESSMENT OPERATING PROCEDURES e) FÁS NATIONAL QUALITY ASSURANCE OPERATIONAL PROCEDURES FOR EVALUATION OF PROGRAMMES AND SERVICES. FÁS 2013 21

1.2.3 FÁS FETS (Research, Planning and Development Department) has responsibility for analysis and forecasting of labour market trends and skills, conducting follow-up surveys of FÁS participants, monitoring of FÁS performance indicators, compiling FÁS planning reports and Annual Reports and liaison with European partners regarding labour market issues. 1.2.4 The Senior Management Team (SMT), has responsibility to ensure clear internal and external communication routes in relation to the findings and actions arising from the evaluation process. N PROCEDURES - COMMUNICATIONS ational Quality Assurance Communication Procedures are available in this Quality Assurance Handbook and on the FÁS Intranet /Training Standards System (TSS) as follows:- TSS Section One Process Maps TSS 1 Communications TSS 1a Customer Complaints Communications procedures are also integrated into other relevant procedures such as: Staff Recruitment and Development Programme Development Delivery and Review Assessment Monitoring Evaluation FÁS 2013 22

Training Standards System TSS-1 Communications V2.1 Communications with Learners Communications with Staff Communications with other Stakeholders Course / Programme Information and Learner Information is made available to Department of Social Protection for dissemination to potential learners. Information can also be accessed directly on the FÁS Website, Promotional Literature and self-service kiosks. Learners receive information relating to their training in their Induction Module and through the FÁS Learner Portal. Policy on Learner Absence and Sickness Policy on Learner Maternity Leave Policy on Learner Health and Safety Policy on Learner Code of Conduct Infringement Process Policy on Learner Computer Resources and Internet Usage Policy on Learner Respect and Dignity Learner Guide to Assessment TSS-1-F05a / F05b Learner Code of Conduct Infringement Report Form Learner feedback is requested from Learners during their training via a number of different methods. TSS-5c-F03 Learner End of Course Questionnaire TSS-8b-F15 Training Monitoring Report TSS-8b-F21 Training Review Report TSS-8c-F16 Mid Course Evaluation TSS-8c-F17 End of Course Evaluation TSS-8a-F19 End of Course Questionnaire TSS-8e-F09 Learner Feedback Form TSS-8a-F17 Course Visit Report TSS-5c-F06 Customer Comment Form Other Monitoring reports Information is made available to staff through line management, staff meetings, business planning process, review groups, notice boards, e-mail and the internet / intranet FÁS Intranet/Internet, Notice Boards R: Staff/Unit Meeting Minutes, Business Plans, FÁS Service Plan for FÁS Training Provision Staff feedback is obtained through staff meetings, business planning process, review groups, e-mail and Course Review Process R: Staff/Unit Meeting Minutes Business Plans TSS-5c-F07 Course Review Form TSS Issues Log Management meetings take place to discuss the course mix and schedule R: Meeting Minutes Local and Organisational Programme / Course Review Information relating to programmes and related services is available to stakeholders FÁS website Training Centre tours and Promotional Literature Communications/Meetings with relevant Stakeholders Stakeholder feedback is obtained through meetings with stakeholders, review groups, research reports and focus groups R: Minutes of meetings with Stakeholders where appropriate Employer Evaluation Forms Research Reports FÁS Annual Report TSS-8b-F08 CTC Review of Business Plan ESRI Client Follow-up Survey Report TSS-8b-F21 Training Review Report Other monitoring reports FÁS 2013 23

Training Standards System TSS-1a Customer Complaints V1.1 Note: A complaint is defined as any contact made by a customer, the purpose of which is to express dissatisfaction with the standard of service, action or lack of action or decision taken by FÁS. FÁS Customer Charter Respect and Dignity at Work HR Policies and Procedures Customer Complaint received Customer Complaint Form completed and signed by receiver of complaint. The relevant Manager is notified and arranges for the complaint to be logged, where appropriate. Any supporting documentation is forwarded to the manager also R: TSS-1a Customer Complaint Form If complaint is received verbally, the complaint form should be completed and issued to the complainant for signature or confirmation that the content is correct. If the complaint is received in writing, the email/letter etc, is attached to the complaint form. The Complaint is acknowledged in writing and/or where appropriate, the complainant may be invited to a meeting to discuss the issue with the relevant Manager Note: If the complaint relates to a FÁS staff member it is directed to the relevant Grade 6 FÁS Manager, who will handle the complaint and any documentation. Note: If the complaint relates to a local matter it is logged as a Local Complaint, if it is an Organisational matter it is logged as an Organisational complaint. Note: Where the complaint relates to an individual, they are informed of the complaint. The relevant FÁS Manager investigates the complaint R: TSS-1a Customer Complaint Form Relevant FÁS Manager agrees an outcome with the relevant parties. Outcome is recorded on Complaint Form. Outcome signed and dated. A copy of this documentation is sent to the person who updates the customer complaints log Complainant notified of outcome, as appropriate. Client may refer complaint to the Office of the Ombudsman Critical Path Customer Complaint Log updated /maintained Start of Process Process Pre-defined Process/Procedure Information Note End of Process FÁS 2013 24

1.3 Monitoring Evidence of Implementation 1.3.1 FÁS FETS (National Programmes and Standards) and FÁS Operations monitor the implementation of this Communications policy 1.3.2 Evidence to confirm implementation of FÁS Communications Policy and procedure will at a minimum, include: o o o o o o o o o o o o o o o FÁS website; contacts with stakeholders FÁS intranet IT Helpdesks FÁS Service Plans for FÁS Training Provision FÁS Business Plans Customer Charter Promotional materials Learner feedback forms and surveys Follow-up survey of learners Complaints procedure feedback Staff meeting agendas and minutes, Intranet Minutes of meetings with stakeholders Research reports. Learner Portal Training Standards System Documents and Forms FÁS 2013 25

1.4 COMMUNICATION MECHANISMS In addition to the numerous communication mechanisms which are provided in an organisation of its size and complexity, FÁS has undertaken projects which build on and augment the organisation s existing technological systems. These include:- (i) National Course Data Base (NCDB) The NCDB contains a list of all FÁS run courses. Courses are listed in alphabetical order and the target major award or component module for each course is detailed in the course specification (QA 58/01) (ii) Curriculum and Assessment Content Management System (CACMS) The purpose of this system is to coordinate and track the development, secure management and distribution of curriculum materials within FÁS and with relevant stakeholders. (in development/ pilot on-going) (iii) Results Capture Certification Request System (RCCRS) The RCCRS provides an award management facility which includes management of:- a) Certifying body and award details b) The alignment of awards to FÁS training courses (both delivered and funded by FÁS) c) The relationship between FETAC major awards and their minor award components d) Provides a facility for FÁS assessors, and assessors delivering FÁS funded training, to directly enter/capture assessment results on the system e) Facilitates the FÁS quality assurance process by supporting, and recording the outcomes of:- The FÁS results approval process The FÁS assessment appeals process Requests certificates and records certificate details Integrates with existing FÁS IT systems for data exchange Integrates with awarding body IT systems, where appropriate (specifically FETAC and City & Guilds) Generates management information reports on FÁS delivered and funded assessment and certification activity (1V) CARS Curriculum and Assessment Revision System The Curriculum and Assessment Revision System (CARS) enables the Training Provision Division/CADU to revise and maintain the curricula and assessments for each trade. The automated revision numbering system ensures that Instructors are always using the correct revision of curricula and assessments and is accomplished FÁS 2013 26

by the electronic creation of Phase Summary Assessment Sheets (PSAS) and On-the-Job Competency Sheets (OTJCS) from CARS. (V) Apprenticeship Client Services System/ACSS The information created in CARS, once released by the Training Provision Division/CADU, and implemented by Apprenticeship Services, can be used to schedule specific curriculum revisions of a trade in the Apprenticeship calendar. (vi) Test Event Notification and Results Capture System (TENRCS) This is an IT system currently in development which will automate the FÁS manual assessment processes and will feed into the existing results and certification systems (RCCRS for adult courses and CARS for apprenticeship courses). (vii) Quality Assurance Monitoring and Evaluation Systems These systems facilitate FÁS to manage on-going monitoring, programme review, evaluation and reporting to the Awards Councils for all FÁS provided, organised and procured training programmes FÁS 2013 27

2. EQUALITY F POLICY ÁS is committed to the provision and promotion of equality in all aspects of its programmes and related services, including staff development and training. 2.1 Purpose 2.1.1 The purpose of this policy is to ensure that training programmes and related services are delivered in a manner that accommodates diversity, combats discrimination and promotes equality of opportunity. 2.2 Responsibilities 2.2.1. Responsibility regarding equality is as follows: a) FÁS Operations has responsibility for the dissemination of FÁS national equal status policy - EQUAL STATUS POLICY & FRAMEWORK - for national equality planning, for the production, support, dissemination and review of equality information and for ensuring that an overall framework for equality-related training is in place. FÁS Staff Development Department has responsibility for providing support in ensuring development and delivery to staff of equality-related training. 2.3 Equality Training 2.3.1. FÁS Human Resources (HR) and FÁS Operations ensure that all staff associated with learners, are provided with training in relation to equality issues. FÁS Operations are supported in this by the FÁS Staff Development Department. 2.4 Equality Planning 2.4.1. FÁS Operations has responsibility for equality planning and the development of Equality action plans as appropriate. FÁS 2013 28

N PROCEDURES - EQUALITY ational Quality Assurance Equality procedures are available in this Quality Assurance Handbook and on the FÁS Intranet /Training Standards System (TSS) as follows:- TSS Section Two Process Maps TSS 2 Equality Further information is available from the FÁS Staff Development Department. http://fascms.fasoffice.com/intranet/hrd/hr/admin/policies/section4/04-01-01.htm FÁS 2013 29

Training Standards System TSS-2 Equality V2.0 FÁS has an Equal Status Policy & Framework R: FÁS Equality Policy for its Customers FÁS Operations and Human Resources agree training requirements for staff relating to Equality R: Staff Development Plans Staff Development TSS-3a The Annual Business Plans for FÁS Operations will include equality action plans R: Business Plans FÁS Operations review and monitor progress against the Equality Objectives in Annual Business Plans R: Business Plans Critical Path Start of Process Process Pre-defined Process/Procedure End of Process FÁS 2013 30

2.5 Monitoring Evidence of Implementation 2.5.1 FÁS FETS (National Programmes and Standards) and FÁS Operations monitor the implementation of this Equality policy. 2.5.2 Evidence to confirm implementation of the FÁS Equality policy and procedure will at a minimum, include: o o o o o o o o Equality portal on the FÁS Intranet site Minutes of the FÁS Internal National Equality Group Equality Action Plans. FÁS Operations Equality action plan results Staff records re Equality training Learner and staff feedback results. FÁS Equality related publications Training Standards System Documents and Forms FÁS 2013 31

3. FÁS STAFF RECRUITMENT AND DEVELOPMENT F POLICY 2 ÁS recognises that the competencies of its staff are a key determinant in the provision of the quality of its training programmes and related services and is committed to a systematic approach to staff recruitment and further professional development. 3.1 Purpose 3.1.1 The purpose of this policy is to ensure that FÁS staff have up-to-date competencies to provide quality training programmes and related services that address labour market requirements, social cohesion and economic competitiveness at a national, geographical, sectoral, organisational and individual level. 3.2 Responsibilities 3.2.1 The FÁS Human Resources (HR) has responsibility to ensure that the recruitment and development of staff involved in FÁS delivered programmes and related services are in accordance with HR policies and procedures. 3.2.2 FÁS have responsibility to ensure that staff are recruited and developed in accordance with FÁS requirements and HR policies and procedures. 3.3 Staff Recruitment and Allocation 3.3.1 FÁS HR, in conjunction with relevant Divisions, facilitates the identification of the knowledge, skills, competencies and experience levels required of staff involved in FÁS provided training programmes and related services. This is achieved through the implementation of recruitment and allocation of staff to the appropriate posts. 3.3.2 FÁS HR ensures that staff recruitment and allocation criteria are transparent and equitable. 2 It should be noted that the Staff Recruitment and Development Policy relates only to FÁS employees. Policy relating to the recruitment and development of non-fás employees, i.e. staff involved in FÁS-organised and/or procured training provision, is included in the section on Procuring Programme Delivery through Utilisation of Second Providers. FÁS 2013 32

N PROCEDURES - STAFF RECRUITMENT AND DEVELOPMENT ational Quality Assurance Staff Recruitment and Development procedures are available in this Quality Assurance Handbook and on the FÁS Intranet /Training Standards System (TSS) as follows:- TSS Section Three Process Maps TSS-3 Staff Recruitment TSS- 3a Staff Development FÁS 2013 33

Training Standards System TSS-3 Staff Recruitment V2.0 Business Plans Staff Recruitment (In accordance with HR Procedures) Service Plan for FAS Training Provision Cover for Instructors Short term cover for planned/ unplanned absences Night Training Tutors/ Instructors Temporary Staff Up to 9 months Fixed-Term Staff Up to 3 years Permanent Staff Recruitment screening process is conducted in conjunction with regional F&A/HR as per recruitment criteria to establish suitable candidates for cover requirements R: Job Description and Person Specification Authorised by Training Centre Manager R: Staff Requisition Job Description and Person Specification Authorised by Area / relevant Director as appropriate R: Staff Requisition Job Description and Person Specification Authorised by Area / relevant Director and the appropriate Assistant Director General R: Staff Requisition Job Description and Person Specification Authorised by Area / relevant Director and appropriate Assistant Director General R: Staff Requisition Job Description and Person Specification Temporary staff complete the induction process with relevant personnel R: Fáilte Programme/Instructor Induction Programme Vacancies are advertised or expressions of interest sought by Training Centre Manager Vacancy advertised and selection process, including testing, implemented as per HR procedures R: FÁS Intranet HRD Portal Process supported by Head Office and Operations as appropriate Temporary staff are called as required by the Training Centre Assistant Manager. Contracts issued in conjunction with Regional F&A HR and authorised by the Training Centre Manager Successful candidate selected and offered a contract per course. Contracts authorised by Training Centre Manager. Successful candidate (new entrant, promotion and/or transfer) assigned to post and induction process carried out with relevant Assistant Manager/Manager as appropriate R: Fáilte Programme Instructor Induction Programme R: Temporary Staff Requisition Document Induction carried out with relevant Assistant Manager R: FÁILTE Induction Checklist Completed FÁILTE Induction Checklist forwarded to HR R: FÁILTE Induction Checklist Critical Path Start of Process Process Pre-defined Process Completed FÁILTE Induction Checklist forwarded to HR R: FÁILTE Induction Checklist 3 stage probationary review process carried out as appropriate and in accordance with HR procedures. Permanent position confirmed in writing, when and where appropriate FÁS 2013 34

Training Standards System TSS-3a Staff Development V1.1 Service Plan for FÁS Training Provision Staff Development Performance Management Development System (PMDS) Business Plans Identification of Training Needs R: Individual Training & Development Action Plan Corporate Training Plan (e.g. H&S, Technical, legislation, environmental and cultural etc) Unit Staff Development Plan costed and approved R: Unit Staff Development Plan Implement Plan Unit Staff Development Plan is inputted into Core HR Training. Document Core HR Training system is maintained relating to training requests, training started and completed, etc. Critical Path Start of Process Process Pre-defined Process/ Procedure End of Process Corporate Training Review Review and Evaluate Plan R: Staff Training Validation Form FÁS 2013 35

3.4 Monitoring Evidence of Implementation 3.4.1 FÁS HR, FETS (National Programmes and Standards) and FÁS Operations monitor the implementation of this Staff Recruitment and Development Policy 2.4.2 Evidence to confirm implementation of this Staff Recruitment and Development policy and procedure will at a minimum, include: o o o o o o o o Job advertisements Job descriptions and personal specifications FÁS Staff Handbook HR Portal regarding Human Resources and Organisation Development Staff training feedback forms Fáilte Induction Checklist Individual Training and Development Plans Training Standards System Documents and Forms FÁS 2013 36

In addition to the FÁS National Quality Assurance Staff Recruitment and Development Policy, FÁS has a comprehensive set of generic organisational policies and procedures relating to Staff Recruitment and Development. All policies and procedures relating to Human Resources are published on the FÁS Intranet website and are available to all staff through this communication channel. This information can be accessed through the HRD/Finance portal, or by following this link: - http://fascms.fasoffice.com/intranet/hrd/hr/admin/policies/ There is also a direct link from the Online internal Staff Notice Board - http://fascms.fasoffice.com/staffnotices/ In addition, the FÁS Staff Handbook contains comprehensive information for new and existing staff members and is available at the following location: http://intra.fas.ie/staffdev/handbook FÁS commitment to staff development is further illustrated by having a team dedicated to this aspect of human resources, i.e. FÁS Staff Development Department. Procedures and information relating to staff development are available on a sub-section of the HR Portal, or by selecting the following link: http://fascms.fasoffice.com/intranet/hrd/hr/admin/policies/section5/ FÁS staff training needs are identified through the Performance Management Development System (PMDS) (Introduced 2013). Performance Management and Development System FÁS believes that the qualities, skills and professionalism of staff members are key to meeting the organisational goals. PMDS is an approach to performance management and development that will help clarify how the contribution of all staff members can positively impact on the achievement of these organisational goals. PMDS underpins the organisation s commitment to the continuous development and growth of staff members. FÁS 2013 37

4. ACCESS, TRANSFER AND PROGRESSION F POLICY ÁS is committed to the provision of training programmes that meet the needs of all current and prospective learners and recognises that lifelong learning promotes and facilitates, access, transfer and progression. FÁS ensures that learners have access to information in relation to the training programme, entry requirements for the programme, arrangements for recognition of prior learning, transfer and progression opportunities, programme adaptations and learner supports. 4.1 Purpose 4.1.1 The purpose of this policy is to ensure that FÁS provides information and arrangements to learners in relation to access, transfer and progression opportunities in its provided, and/or organised and/or procured programmes. 4.2 Responsibilities 4.2.1 FÁS FETS (National Programmes and Standards), Training Provision Division and FÁS Operations have responsibility to manage the implementation of this national Access, Transfer and Progression policy and to ensure the availability of relevant information for learners. 4.2.2 FÁS FETS (National Programmes and Standards), Training Provision Division and FÁS Operations have responsibility for the development and review of information and advice, where appropriate, to assist current and prospective learners to make informed programme choices in accordance with FÁS publications QA 58/01 TRAINING SPECIFICATION, 'APPRAISAL OF FÁS PROGRAMMES LEADING TO FETAC COMMON AWARDS (PRE-VALIDATION) or DEVELOPMENT AND VALIDATION OF FÁS TRAINING PROGRAMMES AND RELATED SERVICES LEADING TO AWARDS. 4.2.3 FÁS FETS (National Programmes and Standards) and Training Provision Division supports all relevant Divisions in the provision, review and/or dissemination of information that facilitates learners with particular needs. 4.2.3 FÁS FETS (National Programmes and Standards), Training Provision Division and Operations support all relevant Divisions in the provision of Access, Transfer and Progression information. 4.2.4 FÁS recognises that, regarding access to an award, the statement advises the learner to contact the relevant Awards Council when s/he may already have achieved, through prior learning, the knowledge, skill and competence required for a Major, Minor, Supplemental or Special Purpose award. It is the responsibility of the Awards Councils to provide support to such learners. FÁS 2013 38

4.3 Recognition of Prior Learning 4.3.1 In conformance with the FÁS national approach, every programme contains a statement of commitment to developing arrangements for Recognition of Prior Learning (RPL). Where a programme does not provide for RPL, the statement of arrangements makes this clear. (Pending) 4.4 Facilitating Diversity 4.4.1 FÁS facilitate, where practicable, learners with particular needs to have access, transfer and progression options in FÁS programmes. 4.4.2 Adaptations and supports, which these Divisions can be reasonably expected to offer, are examined and provided, in keeping with programme objectives and the Division s capacity to deliver. 4.4.3 Supports to facilitate learner diversity and to promote equality include the following: a) Information supplied to the learner in an appropriate and accessible format b) Provision of information on supports available for learners with particular needs c) Positive action in relation to entry and selection procedures d) Advice to assist the learner in selecting a programme e) Learner and staff feedback mechanisms on formative assessment f) Assessment modifications/accommodations available. FÁS 2013 39

N PROCEDURES ACCESS, TRANSFER AND PROGRESSION ational Quality Assurance Access, Transfer and Progression procedures are available in this Quality Assurance Handbook and on the FÁS Intranet /Training Standards System (TSS) as follows:- TSS Section Four Process Maps F TSS 4 Access, Transfer and Progression ÁS procedures in relation to Access, Transfer and Progression are also integrated into a number of national procedures and can be located in the following : Communications Programme Development Delivery and Review Equality Assessment. FÁS 2013 40

Training Standards System TSS-4 Access, Transfer and Progression V2.0 FÁS promotes and facilitates access, transfer and progression (ATP) for learners Facilitation of Access, Transfer & Progression FÁS facilitates learners to access its programmes and/or to transfer/progress to employment and/or further training and education through INTREO operated by Department of Social Protection. Access to STB courses & Apprenticeship is employer led. ATP Information Provision Information provided to Department of Social Protection for dissemination to (potential) learners including: - Access, transfer and progression options - Entry requirements and selection criteria - Programme content and duration - Award details and requirements - Learner supports - Fees, grants and allowances - Learner rights and responsibilities including information on protection of learners, learner appeals and complaints procedures Critical Path Start of Process Process Pre-defined Process/ Procedure End of Process FÁS Internet Department of Social Protection (INTREO) Self-service kiosks Learner Portal FÁS RPL Process (to be developed) Access Training Provision Division (TPD) and Operations provide Training Specifications including learner profiles for training courses. FÁS Internet Self-service kiosks QA58/01 Course Recruitment System (CRS) Selection for the course is based on the guidance process (interview) between the learner and an DSP Officer DSP Officer identifies any additional supports required by learners DSP Office informs the learner of any RPL facility in place that applies to the award/s and discusses the options with regard to exemptions for course / award/s The learner and DSP Officer engage in a guidance process to determine individual needs regarding employment/training/ education and agree an action plan to include any possible transfer or progression arrangements Transfer This process is managed by Training Services and can occur a) if it emerges that the course is not the right option for the learner upon commencement or b) due to changed circumstances for the learner or c) on completion of a course, a learner may be eligible to transfer to another course at the same level as agreed with their DSP Officer or as identified in their Individual Learning Plan (ILP) Transfer Documentation QA58/01 Self-service kiosks FÁS Internet Course Recruitment System (CRS) Learner called to start course Client secures employment Progression This process is managed by Department of Social Protection. On completion of a course, a learner may be eligible to progress to another course at the next level in line with their training plan as agreed with their DSP Officer or their Individual Learning Plan (ILP) as agreed with Second Provider project personnel QA58/01 Self-service kiosks FÁS Internet CTC Skills4U Course Recruitment System (CRS) TSS-8d-F06 Internal Course Transfer Form STP Individual Action Plan TSS-8i SBA Procedures no. 15 & 31 FÁS 2013 41

4.5 Monitoring Evidence of Implementation 4.5.1 Evidence to confirm implementation of this Access Transfer and Progression policy and procedure will at a minimum, include:- o FÁS website o The Learner Portal o Self Service Kiosks o Assessment Regulations o Transfer Documentation o Learner support requests and approvals o Training Standards System Documents and Forms o Draft FÁS Principles for Recognition of Prior Learning (RPL) - (see TSS Section 4, Access, Transfer and Progression, Documents) FÁS 2013 42

5. PROGRAMME DEVELOPMENT, DELIVERY AND REVIEW F POLICY ÁS is committed to a systematic approach to the development, delivery and review of its training provision in accordance with the FÁS Quality Assurance Training and Assessment Series. The purpose of FÁS training is to address labour market requirements, social cohesion and economic competitiveness at a national, geographical, sectoral, organisational and individual level. FÁS considers and accommodates, as appropriate, all aspects of training provision at programme design stage, i.e. organisation mission, labour market requirements, target population, programme design, delivery, assessment, learner access, transfer and progression, programme review and, where appropriate, relevant work experience/placement. 5.1 Purpose 5.1.1 The purpose of this policy is to ensure that FÁS provided, organised or procured training programmes and related services are developed, delivered and reviewed in accordance with FÁS national quality assurance Programme, Development, Delivery and Review policy. 5.2 Responsibilities 5.2.1 FÁS FETS (National Programmes and Standards) and Training Provision Division have national responsibility to support FÁS Operations to engage in a systematic approach to programme development, delivery and review. FÁS Training Provision Division) develops and/or provides support in the following areas: a) Curriculum development b) Assessment design and review c) Management of the validation application process d) Evaluation of training programmes and related services 5.2.2. FÁS Training Provision Division manages the implementation of this Programme Development, Delivery and Review policy. FÁS Operations and FETS (National Programmes and Standards) have responsibility related to specific programmes in this regard. 5.3 Identification of Economic and Social Learning Needs 5.3.1 FÁS Training Provision Division (TPD) ensures that learning needs for FÁS provided, and/or organised and/or procured programmes are developed: FÁS 2013 43

a) with particular reference to FÁS publications, 'APPRAISAL OF FÁS PROGRAMMES LEADING TO FETAC COMMON AWARDS (PRE-VALIDATION) to address labour market requirements, social cohesion and economic competitiveness at a national, geographical, sectoral, organisational and individual level b) In accordance with agreed industry standards and in consultation with relevant stakeholders. 5.4 Programme Development 5.4.1 FÁS Training Provision Division ensures that all FÁS provided, and/or organised and/or procured training and assessment programmes are designed and developed in accordance with: a) the FÁS national QA policies and Training and Assessment Design series: IDENTIFICATION OF TRAINING NEEDS, QA58/01 TRAINING SPECIFICATION, and/or other tools for planning training 'APPRAISAL OF FÁS PROGRAMMES LEADING TO FETAC COMMON AWARDS (PRE-VALIDATION) or DEVELOPMENT AND VALIDATION OF FÁS TRAINING PROGRAMMES AND RELATED SERVICES LEADING TO AWARDS FÁS assessment design series QA98/01 PRINCIPLES OF ASSESSMENT, QA98/02 FEATURES OF FÁS ASSESSMENT, QA98/03 DESIGNING AN ASSESSMENT SYSTEM FÁS NATIONAL QUALITY ASSURANCE ASSESSMENT OPERATING PROCEDURES FÁS NATIONAL QUALITY ASSURANCE OPERATIONAL PROCEDURES FOR EVALUATION OF PROGRAMMES AND SERVICES. b) other tools for planning training. 5.4.2 Workplace training or work experience placements may be provided for learners, as part of their training programme, where appropriate. 5.5 Programme Validation 5.5.1 FÁS Training Provision Division processes all validation applications in line with the Programme Approval Agreement. 5.5.2 FÁS Training Provision Division submits for validation to the relevant Awards Council all FÁS programmes that lead to awards 5.5.3 In FÁS organised and procured training, where programmes involve second providers known to FÁS before programme validation, FÁS Training Provision Division consults with such providers and show evidence of such consultation before the FÁS application for validation is made. 5.5.4 In FÁS organised and procured training, quality assurance responsibilities of FÁS as first training provider and any second provider involved form part of a written statement of arrangements as specified in the FÁS National Quality FÁS 2013 44

Assurance Policy section re Procuring Programme Delivery through Utilisation of Second Training Providers. 5.6 Programme Delivery 5.6.1 Operations ensure that training provision is in compliance with relevant legislation including access to premises, facilities and resources in order to achieve programme objectives. 5.6.2 FÁS Operations ensure the maintenance of learner records of attendance, progress, assessment and certification in relation to FÁS provided training and in relation to organised and procured training. 5.6.3 FÁS Operations ensure that all personnel who deliver training and assessment have relevant skills and sufficient materials to adapt and deliver training appropriate to the needs of learners, in line with training schedules. 5.7 Programme Review 5.7.1 FÁS FETS (National Programmes and Standards), FÁS Training Provision Division and FÁS Operations ensures that regular reviews, in accordance with quality management systems for FÁS training programmes and related services, take place to assess their continued relevance to learning needs and programme objectives and to ensure their alignment to a changing labour market. 5.7.2 Programmes are reviewed regularly (e.g. programme cycle, annually, biennially) and improvement actions, noted in the programme review report, are implemented. 5.7.3 Programme reviews include a comparison of training provision against the learning needs analysis. This includes identified performance criteria such as feedback from learners, feedback from other relevant stakeholders, labour market research, efficient management of resources, course waiting-list data, placement and assessment and certification results. FÁS 2013 45

PROCEDURES PROGRAMME DEVELOPMENT, DELIVERY AND REVIEW N ational Quality Assurance Programme Development, Delivery and Review procedures are available in this Quality Assurance Handbook and on the FÁS Intranet /Training Standards System (TSS) as follows:- TSS Section Five Process Maps TSS-5 Programme/Course Development TSS-5a-01 New Programme/Course Development TSS-5a-02 Community Training Second Provider Request for Programme Validation TSS-5b Training Delivery Overview TSS-5c Direct Training Delivery TSS-5d Programme/Course Review Overview (Local & Organisational Review) TSS-5e Local Programme/Course Review (Delivery and Curriculum & Assessment) TSS-5f Organisational Training Programme/Course Review The FÁS Training Provision Division, in consultation with Divisions, developed 2 separate documents, each of which sets out the core requirements for the development of a FÁS programme and for its validation by FETAC. All FÁS staff involved in programme design, development, delivery and review must adhere to the requirements set out in these documents. (see TSS Section 5 Programme Development, Delivery and Review, Documents) FÁS 2013 46

Training Standards System TSS-5 Programme/Course Development V2.0 The drivers for new course/module (curriculum and assessment) development may come from the sectoral training demands, industry & business representative groups, community groups, government initiatives and other stakeholder requirements. Demand may also come from customer feedback, labour market reviews, new company start-ups and company closures, internal FÁS research and planning reports (Future Skills Needs), European Union initiatives, regional business needs, emerging EU/national policy e.g. National Skills Strategy, job vacancy trends and requests from external bodies and organisations. Training Centres Direct & Contracted Training including Night Training Community Training Community Training Centres, Local Training Initiatives and Specialist Training Programme CSCS/QSCS SafePass Environmental Training E-College On-line & Blended Training Standard Based Apprenticeship As per SBA Procedures No. 37 & 38 Scoping Proposal is completed and scored as per the Scoring Matrix, by the relevant Unit and approved by the Area / relevant Training Provision Division Director TSS-5a-F01 Proposal to Develop a New Training Programme/Module The approved proposal is assessed by the New Course Committee and forwarded to the) relevant Training Provision Division Director TSS-5a-F01 Proposal to Develop a New Training Programme/Module Critical Path Start of Process Process The approved proposal is recommended/not recommended by the relevant Training Provision Division Director. Recommended proposals are forwarded to the Training Provision Division ADG for approval TSS-5a Pre-defined Process/Procedure Information Note End of Process Relevant Director notifies the Chairperson of the New Course Committee of the approval /nonapproval decision. The New Course Committee notifies the requester of the outcome. FÁS 2013 47

Training Standards System TSS-5a-01 New Programme/Course Development V1.2 TSS-5 Programme Development Common Standards Process Note: Comply with Common Standards Development Process for developing and migrating Awards. Award Development Phase where no award exists Programme/Course approved for development by ADG Training Provision Division(TPD) R: TSS-5a-F01 Proposal to Develop and New Training Programme/Module Plan put in place for the development of the programme/course/award as appropriate FETAC notified, where appropriate Note: This process covers the development of curriculum and assessments for Traineeship, SST, Bridging, Foundation, Return to Work, Online Training, Night Training, CSCS, QSCS, SafePass, Community Training Centres, Local Training Initiatives, Specialist Training Programme and Environmental Training. Note: 3 rd party courses and certification may be used to meet labour market needs where National Standards are not in place or won t be in place to meet demand for course. Curriculum, Assessments and Resources are developed by the appropriate unit in consultation with stakeholders and in compliance with the National Award Standard R: Curriculum, Assessments, Workplace Competency Schedules, Learner Resources TSS-6c-F12 Course Summary Assessment Sheet & Results Approval form (for Major Awards only) other appropriate documentation Note: not all records applicable to all courses New programme/course is signed off by the appropriate Manager/s and Director/s Programme Appraisal is carried out as per the Programme Approval Agreement Process R: FÁS Programme Appraisal Form Programme Approval Process for Programmes leading to a common Award Standard including migrated awards Relevant Training Provision Division Director & ADG Training Provision Division Approval Critical Path Start of Process Process Pre-defined Process/Procedure Information Note Training Specification transferred onto the Enquiry NCDB, Assessments updated on CAMS system and resources updated on the learner resource server, as appropriate. All relevant stakeholders notified and updates posted on the Intranet by the authorised personnel End of Process FÁS 2013 48

Training Standards System TSS-5a-02 Community Training Second Provider Request for Programme Validation V1.1 Request for Programme Validation submitted to CADU R: TSS-5a-F02 CS Request for FÁS Validation Request is not approved, initiator informed by CADU management and process ends. Programme Validation request reviewed by CADU and recommendation forwarded to the relevant Training Provision Division Director R: TSS-5a-F02 CS Request for FÁS Validation On receipt of relevant Training Provision Division Director approval, CDO assigned by CADU Management to lead process Programme Module Descriptor(s) and MAP(s) meeting requirements of PAA submitted to CDO by Second Provider Programme Descriptor Module Descriptor Modular Assessment Programme Draft documents circulated for peer review by CDO Programme Descriptor Module Descriptor(s) Modular Assessment Programme(s) Curriculum & Assessment Review Forms Feedback from Peer Review returned to Second Provider by CDO for action Curriculum and Assessment Review Forms Final draft submitted by Second Provider to CADU Management for approval Programme Descriptor Module Descriptor(s) Modular Assessment Programme(s) Critical Path Start of Process CADU Management submit programme to PAA process for appraisal Programme Descriptor Module Descriptor Modular Assessment Programme FÁS Programme Appraisal Form Process Pre-defined Process/Procedure End of Process FÁS 2013 49

Training Standards System TSS-5b Training Delivery Overview V1.1 Training is delivered by both direct delivery in FÁS Training Centres and through a series of second provider arrangements such as commercial providers, community providers and industry provision on SBA Phases 1, 3, 5 & 7 Direct Training in FÁS Training Centres Commercial Second Providers Community Second Providers Approved Training Organisations (Construction) Industry provided incompany training Direct Training Delivery including Incentre, night course delivery, sponsored training and E- College TSS-5c Contracted Training TSS-8a Environmental Training TSS-8f Community Training Centres TSS-8b Local Training Initiatives TSS-8c CSCS/QSCS TSS-8e SafePass TSS-8h Standard Based Apprenticeship Phase 1, 3, 5 & 7 TSS-8i Standard Based Apprenticeship Phase 4 & 6 TSS-8i Specialist Training Programme TSS-8d Critical Path Start of Process Process Pre-defined Process/Procedure FÁS 2013 50

Training Standards System TSS-5c Direct Training Delivery V2.2 Note: SBA Phase 2 courses are scheduled as per the SBA procedures Decision is made to deliver the training course Courses are scheduled on the Client Services System from the National Course Enquiry Database Course Code/Location and budget are assigned on SAP Staff Recruitment and Development TSS-3 & 3a Classroom or Workshop prepared in compliance with Health and Safety requirements & Training Materials prepared All required resources are in place before the first or revised run of a course commences R: TSS-5c-F01 Resource Checklist Financial Authority Levels and Procurement Procedures Critical Path Start of Process Process Pre-defined Process/Procedure Information Note End of Process Issues Log Course Delivery as per QA58/01 and QA39/01 or SBA Curriculum R: TSS-5c-F02 Training Record TSS-5c-F03 Learner End of Course Questionnaire TSS-5c-F04 Learner Computer Resources & Internet Usage Declaration TSS-5c-F08 Provisional Results (suspended) TSS-1-F05a/F05b Learner Code of Conduct Infringement Report Form Course Review conducted at least once per annum R: TSS-5c-F03 Learner End of Course Questionnaire TSS-5c-F06 Customer Comment Form TSS-5c-F07 Course Review Form Note: Communication and Dissemination of information to Learners including: - Curriculum & Assessment information -Learner responsibilities -Assessment methods -Repeat assessment criteria -Specific learner requirements FÁS 2013 51

Training Standards System TSS-5d Programme/Course Review Overview V1.1 (Local & Organisational Review) All FÁS training provision is subject to review. Programme/course reviews are carried out both locally and organisationally Training Centres Direct & Contracted Training Community Training Community Training Centres, Local Training Initiatives and Specialist Training Programme CSCS/QSCS Environmental Training SafePass Standard Based Apprenticeship On-line Training & Night Training Direct Training Delivery including In-centre, night course delivery, sponsored training and E-College TSS-5e TSS-5f Community Training Centres TSS-5e TSS-5f Local Training Initiatives TSS-5e TSS-5f CSCS/QSCS TSS-5e TSS-5f Environmental Training TSS-5e TSS-5f Standard Based Apprenticeship TSS-8i Training Delivery TSS-5e Contracted Training TSS-5e TSS-5f Specialist Training Programme TSS-5e TSS-5f Safe Pass TSS-5e TSS-5f Critical Path Start of Process Process Pre-defined Process/ Procedure FÁS 2013 52

Training Standards System TSS-5e Local Programme/Course Review V1.2 (Delivery and Curriculum & Assessment) Review of all courses / programmes is conducted at least once per Annum / per contract via a number of different methods for example R: As appropriate to the programme TSS-5c-F03 Learner End of Course Questionnaire TSS-8a-F21 Contractors Course Report TSS-5c-F06 Customer Comment Form TSS-8b-F08 CTC Review of Business Plan TSS-5c-F07 Course Review Form TSS-8b-F15 Training Monitoring Report TSs-8a-F12 Weekly Training Report TSS-8b-F21 Training Review Report TSS-8a-F17 Course Visit TSS-8a-F19 End of Course Questionnaire TSS-8c-F16 Mid Course Evaluation TSS-8c-F17 End of Course Evaluation Course Review information to be considered in the business plan for the following year Local issues are reviewed, resolved and logged on the TSS Issues Log R: Local Corrective/Preventative Actions (Continual Improvement) Organisational issues, for example, Curriculum and Assessment issues are referred to the TSS Issues Log R: Local Corrective/Preventative Actions (Continual Improvement) Critical Path When requested, a copy of the course review forms are sent to the relevant Training Provision Division for Organisational Course Review and to the relevant Policy Unit Start of Process Process Pre-defined Process/Procedure End of Process FÁS 2013 53

Training Standards System TSS-5f Organisational Training Programme/Course Review V1.2 Note: This process covers the review of all FÁS Training Programme/ Course Provision Updates / amendments / corrections to curriculum and assessments as a result of corrective actions or changes to course requirements e.g. licensing, legislation, technology etc will be made on an ongoing basis as appropriate Training Provision Division will arrange to correct / update the curriculum and / or assessment and will do so in conjunction with an Internal / External SME (if appropriate) Curriculum & Assessments are corrected/up-dated by the appropriate unit in consultation with stakeholders and in compliance with the National Award Standard Curriculum, Assessments Workplace Competency Schedules Learners Resources Other appropriate documentation Note: not all records applicable to all courses TPD Manager / Programme Manager Approval Programme/Course approved for review by the relevant Manager / Director and signed off by the Training Provision Division ADG Training Provision Division will work with an Internal / External SME to review the programme Curriculum, assessments and resources are reviewed and developed by the appropriate unit in consultation with stakeholders and in compliance with the National Award Standard Curriculum, Assessments Workplace Competency Schedules Learners Resources Other appropriate documentation Note: not all records applicable to all courses Reviewed Programme / Course is signed off by the appropriate Manager Programme appraisal is carried out as per the Programme Approval Agreement Process, if appropriate R: FÁS Programme Appraisal Form Training Provision Division Director & Training Provision Division ADG Approval Critical Path Start of Process Process Pre-defined Process Curriculum transferred onto the Enquiry NCDB, Assessments updated on CAMS system and resources updated on the learner resource server, where appropriate. All relevant stakeholders notified and updates posted on the Intranet by the authorised personnel Programme Approval Process for Programmes leading to a common Award Standard including migrated awards FÁS 2013 54

5.8 Monitoring Evidence of Implementation 5.8.1 FÁS FETS (National Programmes and Standards) and FÁS Operations monitor the implementation of this Programme Development Delivery and Review policy. 5.8.2 Evidence to confirm implementation of this Programme Development, Delivery and Review policy and procedure will at a minimum, include:- o o o o o o o o o o o Identification of Training Needs research results Programme schedules Training and assessment specifications Minutes of meetings relevant to programme development, delivery and review Awards Council programme validation application results Improvement actions FÁS Programme Appraiser Handbook Training Standards System Documents and Forms Monitoring reports Programme review reports Programme evaluation reports FÁS 2013 55

6. FAIR AND CONSISTENT ASSESSMENT OF LEARNERS F POLICY ÁS is committed to the fair and consistent assessment of learners and to the utilisation of standards-based assessment systems. FÁS considers assessment an essential element of the learning process, as a mechanism to facilitate learner access, transfer and progression in terms of labour market needs and the National Framework of Qualifications. In order to provide fair and consistent assessment of learners FÁS co-ordinates, designs and approves a range of assessment instruments which meet National Standards and which utilise four main assessment principles - Standards, Accuracy, Fairness, and Practicality. 6.1 Purpose 6.1.1 The purpose of this policy is to ensure that fair and consistent assessment of learners is provided in FÁS provided and/or organised and/or procured training programmes. 6.2 Responsibilities 6.2.1 FÁS FETS (National Programmes and Standards) have responsibility nationally for: a) Development and dissemination of National Quality Assurance Assessment Operating Procedures b) Dissemination of Assessment Regulations c) Ensuring compliance with FÁS National Assessment Policy and requirements d) National auditing of assessment in FÁS provided, organised or procured training programmes. 6.2.2 FÁS Training Provision Division have responsibility for: a) Development and approval of assessment instruments in accordance with FÁS Assessment Design Series, (QA98/01, QA98/02, QA98/03) 6.2.3 FÁS Operations have responsibility to: a) Implement assessment instruments, maintaining an ethical approach and ensuring the integrity of the assessment process FÁS 2013 56

6.3 Assessment Design 6.3.1 FÁS FETS (National Programmes and Standards)has responsibility to: a) Develop NATIONAL QUALITY ASSURANCE ASSESSMENT OPERATING PROCEDURES to ensure fair and consistent administration, delivery and review of assessments b) Reflect the FETAC POLICY ON ASSESSMENT and/or MARKS AND STANDARDS policy and procedures document 6.3.2 FÁS Training Provision Division has responsibility to: a) Ensure that the design of assessment instruments is in accordance with best practice, FÁS Assessment Policy and requirements, National Standards and programme objectives b) Provide an assessment design validation process to ensure technical and pedagogical validity and compliance with FÁS assessment policy and procedures c) Meet the National Standards as determined by the relevant Awards Council. 6.31 and 6.32 in one sections remove a (6.3.1) 6.4 Coordinated Planning of Assessments 6.4.1 FÁS coordinates programme design, delivery and assessment to identify and clearly state the stages in the training programme when assessment should occur. This ensures that assessment is integrated in the training programme and addresses the needs of learners. 6.5 Information to Learners 6.5.1 FÁS FETS (National Programmes and Standards) and Training Provision Division ensure that appropriate, relevant and accurate assessment information is available to Divisions for dissemination to learners. This information includes: a) Learner responsibilities regarding assessment b) Assessment methods, stages and appropriate sequencing c) Repeat assessment criteria and learner appeals mechanisms d) Guidelines regarding assessment modifications and accommodations, where appropriate, to facilitate specific learner needs. 6.5.2 Pre-course programme information reflects an outline of the award and an overview of assessments. FÁS 2013 57

6.6 Assessment Security and Accommodation 6.6.1 FÁS FETS (National Programmes and Standards), Operations and Training Provision Division ensure that systems are in place at national level to protect the security and integrity of the assessment process. 6.6.2 FÁS Operations ensure that resources and monitoring are in place to: a) Protect the security and integrity of learner assessment documentation and assessment materials, including learner work where appropriate b) Maintain and secure assessment results and records c) Supervise assessments d) Address any intentional or unintentional acts by learners and staff, which may impact on the validity of the assessment process e) Monitor a representative sample of assessment events at the point of assessment delivery f) Review regularly local assessment security arrangements and update these as appropriate. 6.6.3 FÁS Operations operate in accordance with the national Results Approval Process to ensure the accuracy of all results data submitted to the Awards Councils. 6.6.4 FÁS Operations provide for the adaptation of assessment processes, as necessary and reasonable, to accommodate learners with particular needs, in compliance with current equality legislation. 6.6.5 FÁS Training Provision Division implements a process to address identified errors and omissions which impact on the validity of the assessment process. 6.7 Consistency of Marking 6.7.1 FÁS FETS (National Programmes and Standards) and FÁS Training Provision Division:- a) Specifies the roles and responsibilities of personnel who carry out assessment duties b) Develops training programmes, in conjunction with Operating Divisions, to equip personnel to carry out their assessment responsibilities. 6.7.2 FÁS Operations a) Implement the system for fair and consistent marking in accordance with the FÁS NATIONAL QUALITY ASSURANCE ASSESSMENT OPERATING PROCEDURES and within the assessment criteria specified in the assessment instrument FÁS 2013 58

b) Operate a system for moderating of assessments in accordance with the FÁS NATIONAL QUALITY ASSURANCE ASSESSMENT OPERATING PROCEDURES and within the assessment criteria specified in the assessment instrument. 6.8 Feedback to Learners 6.8.1 At course level, FÁS Operations ensure that learners: a) receive timely and constructive feedback on their assessments, appropriate to the nature of the assessment, i.e. formative or summative b) are provided with an opportunity to repeat an assessment when appropriate c) are informed about the FÁS appeals process in relation to assessment results. FÁS 2013 59

T PROCEDURES FAIR AND CONSISTENT ASSESSMENT OF LEARNERS he FÁS NATIONAL QUALITY ASSURANCE ASSESSMENT OPERATING PROCEDURES were developed through an extensive internal consultative process, including cross-divisional workshops. The procedures are subject to ongoing consultation. They are designed to set out the assessment quality framework that underpins the planning, setting, operation, marking, recording, approval of results, and verification of all FÁS assessments leading to the request of an award certificate from an Irish Awarding Body. The document containing the procedures has been divided into three sections: Section 1 The Purpose of Assessment. This section explains the role of assessment in the context of training and outlines the various approaches to assessment. Section 2 The FÁS Assessment Process. This section includes a process map of the assessment process in FÁS and outlines the various roles and responsibilities of those involved. Section 3 Quality Assuring the Assessment Process: FÁS National Assessment Operating Procedures. This section contains a specific listing of all assessment procedures stating their purpose, associated responsibilities and a detailed description of the steps required to meet the requirements of each procedure. (see TSS Section 6 Fair and Consistent Assessment of Learners, Documents) N ational Quality Assurance Fair and Consistent Assessment of Learner procedures are available in this Quality Assurance Handbook and on the FÁS Intranet /Training Standards System (TSS) as follows:- TSS Section Six Process Maps TSS-6 Fair and Consistent Assessment (Notifications Overview) TSS-6a Fair and Consistent Assessment of Learners Overview TSS-6b AVAA Calendar Process TSS-6c Assessment Process TSS-6d Internal Verification on the Conduct of the Assessment Process TSS-6e Peer Review of Assessment Results TSS-6f Pre Results Approval Process and Internal Results Verification TSS-6g External Authentication TSS-6h Results Approval Process and Meeting TSS-6i Processing of Results - Post Results Approval TSS-6j Learner Assessment Appeal Process TSS-6k Organisational and Local Certification Audit Process FÁS 2013 60

Training Standards System TSS-6 Fair and Consistent Assessment (Notifications Overview) V2.5 Learners are assessed using many different assessment methods and assessment is carried out as per the assessment specification. The Training Standards Office provides relevant and timely advice, information and support to Management, Instructors, Contracted Training Officers and Community Development Officers on matters relating to the assessment process, the processing of certification, training materials and training aids, training methodologies and training practices to meet the requirements of certifying agencies associated with the delivery of the programmes. All assessment events are subject to sample verification of process and results. Modular Assessment Programmes (MAP) Assessment Instrument Specifications (AIS CAS) 3 rd Party Assessment Programmes Assessment Specifications (NCVA) SBA Modular Assessment Programme Online Assessments The Training Standards Office is notified of each assessment event in advance in order to produce and maintain the Assessment Schedule. MAP When requested, assessments are generated from CAMS. Assessment events must be notified to the Training Standards Office in advance of the assessment. Advance notice: For in-centre courses 5 working days For Second Provider courses 10 working days For CSCS/QSCS 7 calendar days R: TSS-6c-F11 AIS When requested, at the start of the course, assessments are generated in line with Guide to CAS Assessment Instrument Specification Release from CAMS and are issued to relevant instructors / second providers. The Request and Declaration for CAS AIS in regard to assessment security must be signed prior to issue for all Second Providers, Contracted Trainers and ATOs. Assessment events must be notified to the Training Standards Office in advance of the assessment. For in-centre courses 5 working days For Second Provider courses 10 working days R: TSS-6c-F11 CAS Level 3 Notification of Assessment Events Guide to CAS AIS Release Request and Declaration for CAS AIS (For Completion by Contracted Trainers /Second Providers) 3 rd Party Assessments When requested, assessments are generated/prepared as per the relevant awarding body guidelines R: TSS-6c-F11 NCVA (former) Notified part of assessment events are: A) the skills demonstration element B) examinations/tests C) when portfolios are being assessed. The events must be notified to the Training Standards Office 10 working days prior to the event. R: TSS-6c-F11 NCVA Notifiable Assessment Events Levels 4-6 On-line Assessments Assessments are generated and conducted on-line as per the relevant awarding body guidelines. Assessment events are notified to the Training Standards Office 10 working days prior to the event R: TSS-6c-F11 Note: Second Providers/ Contractors must ensure that they have the current version of MAP/AIS and must meet the request and notification processes as outlined in the TSS. Note: When CAS AIS are released to Training Centre Instructors (including Night Course Instructors), the required number of copies are generated by Training Standards Office. Note: Test packs issued to Instructors (including night course Instructors) must be retained securely and confidentially. Note: Recall of CAS AIS and MAPs (issued to QSCS & CSCS Internal Verifier). The record of release and recall of AIS issued at the start of the course, in line with the TSS guide to CAS Assessment Instrument Specification Release and MAPS issued to QSCS & CSCS Internal Verifiers, must be retained. The Record of Common Awards AIS issued may be used for this purpose. FÁS 2013 61

Training Standards System TSS-6a Fair and Consistent Assessment of Learners Overview V3.0 The FETAC Business System includes final submission dates for the certification period. These dates are outlined below which, in turn, requires a cut off date for the Training Standards Office to receive results and assessment evidence prior to Results Approval. Final Submission Date to FETAC 12 th February Final Submission Date to FETAC 12 th April Final Submission Date to FETAC 12 th June Final Submission Date to FETAC 12th August Final Submission Date to FETAC 11th October Final Submission Date to FETAC 12 th December Note: The following colour pens are to be used on scripts: - Red pen by the Assessor - Green Pen by the TSO, if necessary - Black / Blue pen by the Authenticator Internal verification, peer review and results approval are scheduled to meet the FETAC submission dates as per the Assessment Verification, Authentication and Approval Process TSS-6b Note: There should be evidence on the scripts to show that they have been assessed. In addition to this, the overall result should also be on the scripts. These results should be transcribed to the Individual Assessment Sheets and the Summary Assessment Sheet Peer Review TSS-6e Assessments are conducted and marked (using red ink / pen) as per the Assessment Process TSS-6c Internal Verification on the Conduct of the Assessment Process TSS-6d Internal Verification of results is carried out as per the Pre Results Approval Process and the Results Approval Checklist TSS-6f Note: This verification of results includes the check carried out by the TSO Office and/or 2 nd Providers as appropriate, as per the Results Approval Checklist External Authentication (record marks / comments in black / blue ink) TSS-6g Note: Results are submitted for Results Approval to Training Standards Office for all programmes with the exception of CTCs and STPs Results are submitted to the Results Approval Panel and the Results Approval Meeting takes place as per the Results Approval Process. TSS-6h Note: Results Approval Panel Meetings will be conducted locally by CTCs and STPs and must be attended by FÁS Observer Note: Training Standards Office will request certificates from FETAC for all second providers The TSO processes the RAP approved results as per the Post Results Approval Process TSS-6i Appeals Process for approved results TSS-6j Certificates and transcripts received from FETAC are checked against the approved F12s TSS-6i Certificates are issued to learners / second providers Note: Certificates can be issued to the learner directly by FÁS or by the Second Provider (with FÁS approval and a cover letter from FÁS). A 100% check of certificates must be conducted prior to issue to the learner. Evidence of Certificates being issued to the learner must be retained. FÁS 2013 62

Training Standards System TSS-6b Assessment Verification, Authentication and Approval Calendar Process V3.0 TSS Unit will issue the calendar for 2013 Course Schedule Information The relevant FÁS Programme Manager / 2 nd Provider must ensure that a schedule of all planned courses is developed and communicated to all relevant staff. The proposed schedule must be in line with AVAA Calendar and include course type, title, code, start date, finish date, name of Instructors/Trainers, list of course modules (only if more than one Instructor/trainer delivering the course and state which modules each Instructor will deliver) Assessment Results Submission Plan Based on the expected finish date of the course select, using Assessment Verification, Authentication and Approval (AVAA) Calendar, the appropriate cycle for submission of assessment results for approval. Scheduling Assessment Verification Based on the number of course runs in a year, determine (using the AVAA Calendar), the period(s) during which Internal Verification on the Conduct of Assessment and Peer Review will be scheduled. Based on the F11 notification, select the assessment event for the internal verification on the conduct of assessment and the peer review of results Note: RCCRS generated F12 to be used in the IV of Results Results Approval Checks Assessment results must be submitted to Training Standards Office as appropriate within 4 weeks of course finish date. Internal Verification and External Authentication of results to be undertaken for each certification round. Only results that have been internally verified should be presented for external authentication. External Results Authentication External Authenticator visit dates agreed/confirmed with the External Authenticators. A copy of the RCCRS generated F12s with PPSN blanked out should be issued to the Authenticator. External Results Authentication The period available for External Authentication should be considered at the planning stage. 3 rd Party Awards For 3 rd party modules/ components, provided FÁS has complied with the awarding body requirements then the results can progress to Results Approval. Results Approval Panel Meeting RAP meetings should be as per the AVAA Calendar Note: Where the FETAC Major Award has a 3 rd Party Award component as part fulfilment of the award criteria evidence (copy of cert or transcript) of the 3 rd Party Award having been achieved must be included for the Major Award authentication Submitting Approved Results Once results are approved by the RAP, they should be recorded as approved in the RCCRS and submitted. The latest date for submission of results for that cycle is as per the AVAA Calendar FETAC Validation of Record Address any FBS invalid entries in line with the AVAA Calendar. FÁS 2013 63

Training Standards System TSS-6c Assessment Process V2.3 Training Delivery Assessment Regulations Training Standards Office is notified of each assessment event. R: TSS-6c-F11Notification of Assessment Event/Assessment Request Form FAS National Quality Assurance Handbook Assessment Operational Procedures Procedures for managing assessment system nonconformances (To be developed) A schedule of upcoming assessment events is generated by the Training Standards Office in line with the Assessment Verification, Authentication & Approval Process for each FETAC certification cycle TSS-6b Arrangements are put in place to accommodate identified learner supports where appropriate Results Approval Guidelines and Work Instructions Assessment Appeals Procedure FÁS Policy on Repeats Note: Learner assessment deferral request or deadline extension request must be made in writing, stating reason for request. Repeat Process as appropriate R: TSS-6c-F03 Learner Request for Assessment Support & Approval Form R: SBA Reasonable Accommodation Procedure Assessments are issued to the Assessment Supervisor / Second Provider Manager / Co-ordinator / Contractor and conducted in accordance with: FÁS Assessment Regulations The test/assessment conditions and requirements Procedures for Managing Assessment System Malpractice Internal Verification on the Conduct of the Assessment Process TSS-6d Learning assessed and provisional results recorded in accordance with the relevant assessment instrument A learner can request in writing a recheck/review on a provisional result, the Training Standards Officer organises the recheck/review If the learner is not satisfied with the outcome, that specific result is forwarded to the Results Approval Panel for decision and the learner is notified of the outcome Apprenticeship Client Services System Individual Assessment Sheets & Summary Assessment Sheet appropriate to the Assessment Type R: TSS-6c-F04 Assessment Supervisor & Assessor Report Provisional Results and feedback on assessment performance is given to the learner as outlined in TSS-5c Direct Training Delivery and TSS-8 Second Providers Results are checked and submitted to RCCRS R: TSS-6c-F12 Peer Review TSS-6e Pre Results Approval Process TSS-6f Results Approval TSS-6h Note: For CSCS / QSCS, results checked and submitted to TSO as per Checklist for Submitting Results to TSO FÁS 2013 64

Training Standards System TSS-6d Internal Verification on the Conduct of the Assessment Process V3.0 Note: The sample is a minimum of one assessment event per FÁS instructor, CTC/JW Instructor / Tutor, STP Instructor / trainer, LTI Coordinator, Assistant Coordinator / Trainer, CSCS /QSCS Trainer and ESCS Trainer per annum. For CT once per contract for verification of process. Sample selected in line with the Assessment Verification, Authentication and Approval Process / Training Centre Plan / Annual Course Assessment Process and Results Plan as per TSS-6c for each FETAC certification cycle. The TSO and the FÁS Management Team / 2 nd Provider will ensure that over time all assessment types and arrangements are included in the sample. R: TSS-6c-F01a/b/c Annual Course Assessment Process and Result Plan Note: The current FÁS TSS sample requirements will remain for CT: one per contract organised by Contractor and one process verification conducted by TSO. FÁS National Quality Assurance Handbook and Assessment Operational Procedures Select the assessment events to be verified, where appropriate TS Office / 2 nd Provider Identify the Process Verifier for each assessment event to be verified. Inform all relevant staff as appropriate of the internal verification on the conduct of assessment schedule. Assessment Regulations Carry out the verification of the process R: TSS-6d-F01 Internal Verification Report on the Conduct of the Assessment Process Assessments may be adjourned in the event of serious breach of procedures or H&S requirements Procedures for Managing Assessment System Malpractice The Internal Verifier acknowledges good practice and identifies any non-conformances / suggested improvements R: TSS-6d-F01 Internal Verification Report on the Conduct of the Assessment Process Non-Conformances / Suggested Improvements identified / notified to the TS Office are logged as appropriate by the TSO TSS Issues Log All relevant documentation is made available for External Authentication, Results Approval and Monitoring Critical Path Start of Process Process Pre-defined Process End of Process FÁS 2013 65

Training Standards System TSS-6e Peer Review of Assessment Results V3.0 Note: The relevant FÁS Manager will arrange for this information i.e. list of all courses including Instructors/trainers to be provided to the Training Standards Office Note: For Contracted Training the Contractor will arrange the peer review of assessment results. To be conducted at least once per contract as per the contract and the procedures The Peer Review of Assessment Results is scheduled in line with the Assessment Verification, Authentication and Approval Process / Schedule / Annual Course Assessment Process and Results Plan as per TSS-6c for each FETAC certification cycle as per the sample. The TSO, FÁS Programme Management Team / 2 nd Provider will agree the schedule and ensure that over time all assessment types and arrangements are included in the sample. R: TSS-6c-F01a/b/c Annual Course Assessment Process and Result Plan Inform all relevant staff of the relevant Peer Review of Assessment Results Schedule Note: The sample is a minimum of one assessment event per FÁS instructor, CTC / JW Instructor/tutor, STP Instructor / trainer, LTI Coordinator, Assistant Coordinator / Trainer, CS/ QSCS Trainer and ESCS Trainer per annum. For all other second provider contracts once per contract for peer review of assessment results. Confirm the peer reviewer for each assessment event to be reviewed FÁS National Quality Assurance Handbook and Assessment Operational Procedures The Assessor and the peer reviewer review the results to ensure the assessments were marked in line with the award standard and the assessment specification R: TSS-6e-F01 Peer Review of Assessment Results Assessment Regulations The peer reviewer acknowledges good practice and identifies any non-conformances and highlights them in the report. They give a copy to the Assessor and forward to the Training Standards Office / 2 nd Provider as appropriate R: TSS-6e-F01 Peer Review of Assessment Results Procedures for Managing Assessment System Malpractice Non-conformances reviewed by the Training Standards Office, programme management team and/or 2 nd Provider as appropriate Non-Conformances / Suggested Improvements identified / notified to the TS Office are logged as appropriate by the TSO TSS Issues Log Critical Path All relevant documentation is made available for External Authentication, Results Approval, Monitoring and Auditing Start of Process Process Pre-defined Process/Procedure End of Process FÁS 2013 66

Training Standards System TSS-6f Internal Verification of Results Pre Results Approval Process (as per the Results Approval Checklist) V2.0 Assessment of Learners TSS-6c The RCCRS generated F12, all assessment evidence and documentation is submitted to the Training Standards Office as appropriate R: Checklist for submitting results to the Training Standards Office TSS-6f-F01 Internal Verification of Assessment Results (Results Approval Checklist) Note: 100% Internal Verification of Results is conducted across all programmes The F12s are crossed checked with all supporting documentation as per the Results Approval Checklist. This checklist is signed / dated. R: TSS-6f-F01 Internal Verification of Assessment Results (Results Approval Checklist) Note: Where a manual F12 is used, it is attached to the RCCRS generated F12. The RCCRS F12 must be checked as part of internal verification of results. Present for Authentication No Note: Manually produced F12s which have been marked as cancelled / not valid must be stapled to the back of the new F12 TS Office / 2 nd Provider send back incomplete or incorrect documentation to the instructor / assessor / ATO to be corrected Yes If result errors are detected on the RCCRS generated F12, the RCCRS F12 return function is used, results are edited and a new F12 is generated. The original RCCRS generated F12 must be clearly marked as cancelled / not valid and dated. The revised / edited F12 should be attached to the relevant supporting documentation Authentication Report must be submitted to the TSO prior to Results Approval Issues identified The new F12s are crossed checked again as per the Results Approval Checklist for the Training Standards Office. F12s and supporting documentation are made available for External Authentication R: TSS-6f-F01 Internal Verification of Assessment Results (Results Approval Checklist) Yes Authentication recommendation / issues forwarded to the Programme Management Team for action No External Authentication TSS-6g Results Approval Process TSS-6h FÁS 2013 67

Training Standards System TSS-6g External Authentication V2.0 Assessment results and supporting documentation are internally verified as per TSS-6f Process Map. Note: As per Assessment Verification Authentication & Approval (AVAA) calendar. For Training Centres and CSCS / QSCS the Manager in conjunction with the TSO will determine the sampling strategy. For Contractors each submission of results must be authenticated. R: TSS-6c-F01a/b/c Annual / Course Assessment Process and Results Plan 1. External Authentication Guidelines for Training Centres 2. External Authentication Guidelines for the Contractors The TSO will allocate an External Authenticator from the FÁS trained pool of authenticators to the award to be authenticated. R: TSS-6c-F01a/b/c Annual/Course Assessment Process and Results Plan EA List of Awards NOTE: Contractors refer to CT, CTC, DoJW, LTI and STP Terms of Reference for External Authenticators The TSO / Contractor will contact the External Authenticator and agree a date for the authentication visit R: TSS-6c-F01a/b/c Annual / Course Assessment Process and Results Plan NOTE: RCCRS Printed 12 Only The TSO / Contractor will send the F12 (with learners PPS numbers blanked out) for the programmes to be authenticated to the External Authenticator. The External Authenticator will select the sample of learners to be authenticated and will notify the TSO / Contractor. Note: Coordination includes preparing the assessment evidence, documentation and room in advance of the visit and facilitating the authenticator during the site visit The TSO / Contractor will arrange the co ordination of the authentication site visit. Relevant personnel will be available for the duration of the authentication visit. R; External Authentication Guidelines for Training Centres R: External Authentication Guidelines for Contractors The External Authenticator will inform the TSO / Contractor of the outcome of the authentication on the day of the visit and will sign off all the TSS-6c- F12 forms. The External Authenticator will issue a written report within 5 working days to the Contractor (if applicable), the TSO and the TSS Unit. R: External Authentication Report The TSO will provide mid year and end of year summary data for External Authentication process in the Region R: TSO Summary External Authentication Process Report Note: TSO / Contractor / Manager or nominee will be available during the visit. The relevant Instructor / Trainer / Assessor must be available (either in person or by phone) during the External Authentication visit. Note: Assessment documentation for External Authentication will include: Assessment Evidence e.g. test papers, practical pieces, projects, portfolios etc Assessment Records e.g. assessment briefs, assessment sheets, summary assessment sheets, RCCRS generated TSS- 6c-F12 forms, candidate marking sheets, Internal Verification of Results reports, Internal Verification of Process and Peer Review reports, previous External Authentication reports etc. Critical Path TSO will process authenticated results in line with Process Map TSS-6f. Start of Process Process Pre-defined Process/Procedure End of Process FÁS 2013 68

Training Standards System TSS-6h Results Approval Process V3.0 Pre Results Approval Process TSS-6f The Chairperson of the Results Approval Panel (RAP) convenes a Meeting in line with the relevant policies, procedures and guidelines and as appropriate the approved Annual / Course Assessment Process and Results Plan. R: TSS-6c-F01 Annual / Course Assessment Process and Results Plan AVAA Calendar / Schedule Results Approval Guidelines and Work Instructions Terms of Reference for RAP (CTC & STP) Result Approval Meeting Agenda RAP Meeting Minutes Template External Authentication Process TSS-6g Note: CTC and STP RAP Meetings must be attended by a FÁS Observer as per Guidelines for FÁS Observer on RAP (CTC & STP) The relevant documentation is made available for consideration at the results approval panel meeting. As per the Internal Verification of Assessment Results Checklist and will include: Individual Assessment Sheets & Summary Assessment Sheets appropriate to the programme TSS-6c-F12 RCCRS generated TSS-6c-F12b Apprenticeship System generated TSS-6c-F04 Assessment Supervisor and Assessor Report TSS-6d-F01 Internal Verification Report on the Conduct of the Assessment Process TSS-6e-F01 Peer Review of Assessment Results Report External Authentication Reports Non-Conformances/Suggested Improvements Documentation resulting from a recheck/review of a provisional result requested by a learner Status of Appeals Other appropriate documentation The F12b Apprenticeship Completion and Results Approval Form is printed from and approved in the Apprenticeship IT System Non-Conformances/ Suggested Improvements/ Adverse Reports (Contracted Training) TSS Issues Log The Results Approval Panel confers on results and on the process as part of the approval decision. Panel decisions are recorded and communicated. The chairperson will arrange for relevant parties to be notified. R: TSS-6c-F12 Course Summary Assessment Sheet and Results Approval Form TSS-6 Assessment Results Pack Check RAP Meeting Minutes Template Guidelines for FÁS Observer on RAP (CTC & STP) Results Approval Panel Meeting Minutes Appeals Process TSS-6j When the final approved result is different to the provisional result, the learner must be notified immediately and reminded of the Assessment Appeals Process R: Learner Change to Result Letter The Chairperson will arrange for notification of approved results and the processing of certification as appropriate Post Results Approval Process TSS-6i FÁS 2013 69

Training Standards System TSS-6i Post Results Approval Process V2.0 Results Approval Process TSS-6h CTCs and STPs submit a request for upload of results to TS Office. TSS-6i-F01 Checklist for Submission of Certificate Requests Results have been approved and authorisation given to request certification Results have been approved subject to an amendment agreed at the RAP meeting and updated in the amendment section on page 4 of the F12 Results have not been approved and a decision on how to proceed has been taken by the Results Approval Chair Note: Learner notified in writing of a change to a provisional result, prior to up-dating in RCCRS Approved result amendments are updated in the RCCRS Results are recorded in the RCCRS as approved This decision could result in, for example, documents being returned to the instructor/tutor/assessor, an SME review, a follow up with a contractor as per CT procedures or a request to the Assessment Standards Group Reprint the final approved results where an amendment has been approved Approved results are submitted in the RCCRS All such issues must be recorded in the minutes of the meeting and a standard item on the agenda at each RAP meeting until any issues are resolved. Appeal requests are put on hold for consideration / investigation See Guidelines for handling invalid entries Check and address FBS invalid entries and resubmit where appropriate Certificates and transcripts received from FETAC are checked against the approved F12 for names, award type, award title, level and grade Note: On the printed copy of the approved F12, each learner should be ticked to confirm that the correct certificate and transcript has been received. Certificates issued to learners/second providers TSS-6a FÁS 2013 70

Training Standards System TSS-6j Learner Assessment Appeal Process V2.2 Learner Assessment Appeal form received by relevant FÁS Manager, who will ensure that the TSO is notified immediately that an appeal has been received and within 10 working days decide if the appeal will proceed. The appellant is informed in writing: whether the appeal is approved to proceed or not, along with the reason for not granting the appeal or the basis for the appeal to proceed. R: Learner Assessment Appeal Application Form Learner Letter Regarding decision for appeal to proceed or not An Appeal that is proceeding is forwarded to the Training Standards Office, the appeal is recorded on the appeals log R: Appeals Log Note: The relevant FÁS Manager will ensure TSO is notified when an appeal is received. TSO will hold the learner result on the RCCRS, until such time as a decision made regarding the appeal request and/or appeal process outcome. The relevant FÁS Manager decides if the appeal is valid to proceed. The relevant, FÁS Manager and assessment personnel should not be involved in the appeal process or appeal panel process for that appeal. FÁS Learner Assessment Appeals Procedures For Appeals relating to 3 rd Party Assessments, Awarding Body Appeals Procedures should be used The relevant FÁS Assistant Manager/Instructor or the Second Provider Manager/Coordinator is notified of the Learner Result that is under appeal An approved appeal re-checker/reviewer is assigned to conduct the appeal, by Training Standards Officer with the relevant FÁS Manager (with responsibility for the assessment) approval The appeal Re-checker/Reviewer completes the Assessment Appeal Report. The report is issued to the relevant FÁS Manager (with responsibility for the assessment) who will arrange for it to be issued to the Chairperson of the FÁS Regional Assessment Appeals Panel R: Completed Template for Learner Assessment Appeal Report See Terms of Reference for Regional Assessment Appeals Panel The FÁS Regional Assessment Appeals Panel, meets when required, to consider Assessment Appeal Report(s), to agree and approve outcomes. R: Completed Template for Learner Assessment Appeal Report The Chair of the Regional Assessment Appeals Panel notifies the relevant FÁS Manager of the appeal panel decision outcomes. The relevant FÁS Manager ensures the TSO is notified of the Appeals Panel decision The learner is notified in writing by the relevant FÁS Manager, of the outcome of the Regional Assessment Appeal Panel Decision. Timelines for appeal process starts from the date relevant FÁS Manager approves the Appeal Application to proceed to the date the written learner notification of appeal process outcome is issued: Appeal re-check all stages must be concluded within 10 working days Appeal review all stages must be concluded within 30 working (20 working days for FÁS Regional Assessment Appeals Panel appeal review outcome stage and 10 working days for the relevant FÁS Manager to issue written notification to the learner of appeal review outcome) R: Appeal outcome letter Appellant is advised in the Appeal Outcome Letter that he/she has 10 working days to advise FÁS if he/she does not accept the appeal process outcome. The outcome of the appeal process is recorded and is notified to the relevant FÁS Instructor or the Contractor/ATO/Second Provider Manager/Coordinator, including the Appellant s acceptance/nonacceptance of the appeal outcome and any relevant actions approved by the FÁS Regional Assessment Appeal Panel If an Appellant does not accept the FÁS appeal process outcome, their appeal will be referred to Awarding Body R: Record of appellant non-acceptance of appeal outcome RCCRS is up-dated accordingly Critical Path FÁS will progress request for appeals to be referred to Awarding Body in line with Awarding Body procedures Start of Process Process Pre-defined Process/Procedure Information Note End of Process FÁS where requested by the Awarding Body, will implement any actions required All records including the RCCRS will be up-dated accordingly Results Approval Process TSS-6h FÁS 2013 71

Training Standards System TSS-6k Organisational and Local Certification Audit Process V1.0 Certification Audits are conducted at organisational level as appropriate and at local level in relation to Second Providers. Organisational Certification Audit Plan and Schedule developed by FETS National Programme and Standards Unit in line with AVAA Calendar E-Planner R: Audit Schedule Local Certification Audit Plan and Schedule developed by TSO office in consultation with the relevant FÁS Manager in line with AVAA Calendar R:TSS-6c-F01a/b/c Annual Course Assessment Process and Results Plan E-Planner Organisational certification audits conducted in relation to In-Centre, Night Training, QSCS/CSCS, ecollege and Standards Based Apprenticeship. R: Organisational Certification Audit Guidelines R: Certification Audit Checklist R: TSS-6 Certification Audit Agenda Local certification audits conducted in relation to CTCs, STPs, LTIs, DoJWs, Contracted Training R: Local Certification Audit Guidelines TSS-6 Certification Audit Checklist R: TSS-6 Certification Audit Agenda Certification audit report compiled by NP&S R: TSS-6 Certification Audit Report Certification audit reports compiled by TSO office and reviewed and approved by relevant FÁS Manager. R: 2 nd Provider Certification Audit Report Certification Audit reports forwarded to relevant FÁS Manager R: Certification Audit Report Certification Audit reports forwarded to Second Providers by Training Centre Managers and made available to Results Approval Panel for review. R: 2 nd Provider Certification Audit Report Critical Path Start of Process Process Pre-defined Process/Procedure Issues identified are recorded on the TSS Issues Log and notified to the relevant FÁS Manager R: TSS Issues Log Issues identified are recorded on the TSS Issues Log and notified to the relevant FÁS Manager R: TSS Issues Log Information Note End of Process Issues Followed Up and Resolved FÁS 2013 72

6.9 Monitoring Evidence of Implementation 6.9.1 FÁS FETS (National Programmes and Standards) and Operations monitor the implementation of this Fair and Consistent Assessment of Learners policy. 6.9.2 Evidence to confirm implementation of this Fair and Consistent Assessment of Learners policy and procedure will at a minimum, include:- o Records of design validation process o FÁS National Quality Assurance Assessment Operating Procedures o Certification data and statistics o Internal Verification reports o External Authentication reports o Results Approval Panel Meeting reports o Monitoring reports o Certification Audit reports o Review of assessment instruments report o Assessment complaints records o Training Standards System Documents and Forms FÁS 2013 73

7. PROTECTION FOR LEARNERS F POLICY ÁS, as a Public Service training provider, recognises the need for protection for learners in the event of the unexpected cessation of a training programme and has in place systems to protect learners. 7.1 Purpose 7.1.1 The purpose of this policy is to ensure that learners are protected in the event of the unexpected cessation of any training programme in FÁS provided, and/or organised and/or procured training. 7.2 Responsibilities 7.2.1 FÁS Operations, FETS (National Programmes and Standards) and Training Provision Division manage the implementation of this Protection for Learners policy. 7.2.2 FÁS Operations are responsible for disseminating information on these arrangements to prospective learners. 7.3 Arrangements on the Unexpected Cessation of Programmes 7.3.1 FÁS FETS (National Programmes and Standards) have a written statement of arrangements in place for protection for learners in accordance with Section 45 of the Qualifications (Education and Training) Act 1999. This statement includes: a) A statement that Section 43 of the Qualifications Act (1999) does not apply. b) FÁS s commitment to protection for learners in the event of the unexpected cessation of any training programme. c) Where arrangements are required they take cognisance of: i) Refund of fees ii) Learner transfer iii) Arrangements for non-fee paying learners. FÁS 2013 74

N PROCEDURES PROTECTION FOR LEARNERS ational Quality Assurance Protection for Learners procedures are available in this Quality Assurance Handbook and on the FÁS Intranet /Training Standards System (TSS) as follows:- TSS Section Seven Process Maps TSS-7 Protection for Learners S tatements of Arrangements relating to Protection for Learners, where appropriate, are available from FÁS FETS (National Programmes and Standards) FÁS 2013 75

Training Standards System TSS-7 Protection for Learners (in the event of an unexpected cessation of a training course/programme) V1.0 Learner attends FÁS Training Course /Programme (In-Centre Training Courses) Learner offered place on next occasion of that course in the same or other suitable location, or learner offered place on similar course in another location Apprenticeship Phase 4 & 6 Second Provider arrangements are covered by a Memorandum of Understanding with Institutes of Technology If the Training Course / Programme ceases before completion through no fault of the learner, action will be taken as per the FÁS Protection for Learners Policy FÁS Procured Training Courses (Contracted Training, Community Training Centre, Local Training Initiative, Specialist Training Programme, and Apprenticeship Phases 4 & 6 Institutes of Technology) FÁS will where it is practicable make reasonable effort to facilitate learners to complete their training with an alternative provider or will arrange for the course/programme to be rescheduled R: Second Provider Contracts R: Memorandum of Understanding between FÁS and the Institutes of Technology Learner facilitated in completing training Fee Based Courses Where fees have been charged and the course ceases unexpectedly, every effort will be made to offer one of the following viable alternatives to the learner Refund of Fees Or Transfer to similar programme offered by another provider or offered place on next scheduled course in the same Location or another location or Offered place on similar course at another location. R: Refund documentation Learner facilitated in completing training or fees refunded STB Fee Based Courses For STB courses learners affected by the premature cessation of a training programme will be facilitated on a similar programme within a reasonable timeframe. Efforts will be made by STB to recoup any fees outstanding on behalf of the learner where relevant and appropriate. R: Refund documentation Critical Path Start of Process Process Pre-defined Process/Procedure SBA Courses Registration Fees Paid to Institutes of Technology For SBA courses, fees paid to Institutes of Technology will be refunded. Apprentice will be re-assigned to the same course or next course in the same or another location. Learner facilitated in completing training and exam fees refunded End of Process FÁS 2013 76

7.4 Monitoring Evidence of Implementation 7.4.1 FÁS FETS (National Programmes and Standards) and Operations monitor the implementation of this Protection for Learners policy. 7.4.2 Evidence to confirm implementation of the FÁS Protection for Learners policy o A statement of arrangements for Protection for Learners in programme information o Fee refund documentation, where it applies o Learner transfer documentation, in the event of the unexpected cessation of programmes o Training Standards System Documents and Forms FÁS 2013 77

8. PROCURING PROGRAMME DELIVERY THROUGH UTILISATION OF SECOND TRAINING PROVIDERS F POLICY ÁS, as the first provider, is committed to a consistent approach in working with second providers and assuring the quality of all FÁS organised and procured training programmes and related services. 8.1 Purpose 8.1.1 The purpose of this policy is to ensure that FÁS and its second providers have clear agreement regarding their respective quality assurance roles and responsibilities. 8.2 Responsibilities 8.2.1 FÁS FETS (National Programmes and Standards) and FÁS Operations manage the implementation of this Procuring Programme Delivery Through Utilisation of Second Training Providers policy. 8.3 Selection of a Second Provider 8.3.1 FÁS Training Provision Division (Community Training) and FÁS Operations as appropriate select second training providers who meet specific FÁS training provision criteria as specified in divisional procedures. 8.3.2 FÁS selection criteria are regularly reviewed by FÁS FETS (National Programmes and Standards), FÁS Training Provision Division (Community Training) and FÁS Operations as appropriate to ensure compliance with the organisation s quality assurance requirements. 8.4 Statement of Arrangements/Contractual Agreement 8.4.1 Relevant divisions ensure that quality assurance roles and responsibilities of FÁS as a first provider and any second provider involved form part of an agreed written statement or contract. 8.4.2 Second providers provide evidence that their staff involved in providing FÁS organised and procured training programmes and related services are assigned on the basis of capability to satisfy statement of arrangements/contract requirements. 8.4.3 FÁS statement of arrangements or contractual agreements incorporate the following: a) Effective consultation has taken place between FÁS as first provider, and any second provider, in respect of the programme and their respective roles and responsibilities b) Agreement has been reached on the implementation of quality assurance FÁS 2013 78

c) Clear communication, monitoring and reporting arrangements are in place. 8.4.4 FÁS Training Provision Division (Community Training) and FÁS Operations ensure that relevant programme operational procedures are incorporated in second provider statement of arrangements/contracts. 8.5 Reporting Arrangements 8.5.1 Reporting requirements specify the following: a) The contact person(s) in the Region and in the second provider b) The content, form and frequency of communication between the Region and any second provider. 8.5.2 The content of a second provider report advises FÁS about strengths, identified areas for improvement and corrective actions taken, in relation to the following: a. programme design and content b. programme delivery c. assessment of learning outcomes d. related programme services and resources e. attainment of programme objectives f. learner and staff feedback. 8.5.3 FÁS Training Provision Division (Community Training) and FÁS Operations ensure that second provider report findings are made available for utilisation in FÁS programme reviews, monitoring and evaluation. 8.6 Monitoring Arrangements 8.6.1 FÁS Training Provision Division (Community Training) and FÁS Operations ensure that they specify and agree monitoring arrangements with any second provider re FÁS monitoring. 8.6.2 Monitoring arrangements are in accordance with the FÁS national Quality Assurance approach to monitoring. FÁS 2013 79

PROCEDURES PROCURING PROGRAMME DELIVERY THROUGH UTILISATION OF SECOND PROVIDERS N ational Quality Assurance Procedures overview for Procuring Programme Delivery through Utilisation of Second Providers is available in this Quality Assurance Handbook and on the FÁS Intranet /Training Standards System as follows:- TSS Section Eight Process Maps TSS-8 Second Provider Training Process maps related to individual 2 nd providers are available on the Training Standards System (TSS) as follows:-. o 8a Contracted Training o 8b Community Training Centres o 8c Local Training Initiatives o 8d Specialist Training Programmes o 8e CSCS/QSCS o 8f Environmental Training o 8h Safe Pass o 8i Apprenticeship FÁS agreements with second providers range from a contractual agreement to a Memorandum of Understanding. An example of a contractual agreement is that which forms the basis of Contracted Training. In this instance, contracted training organisations, registered through the FÁS Approved Trainer Organisation (ATO) process, deliver FÁS-funded training programmes either in FÁS training centres or in other training locations. Other types of agreements relate to the FÁS training delivered in community-based settings such as Specialist Training Providers i.e. Training Centres for People with Disabilities, and Community Training Centres. An example of a Memorandum of Understanding is the agreement that exists between FÁS and the Institutes of Technology regarding the delivery of the Apprenticeship Programme. FÁS 2013 80

Training Standards System TSS-8 Second Provider Training V1.1 Contracted Training Operating Procedures TSS-8a FÁS, as a first provider, is commited to a consistent approach in working with second providers and assuring the quality of FÁS funded, procured and organised training programmes. SBA Operating Procedures TSS-8i Community Training Centres Operating Procedures TSS-8b Local Training Initiatives Operating Procedures TSS-8c Specialist Training Programme Operating Procedures TSS-8d Construction / Quarrying Skills Certification Scheme Operating Procedures TSS-8e Environmental Operating Procedures TSS-8f Safe Pass TSS-8h Critical Path Start of Process Process Pre-defined Process/Procedure FÁS 2013 81

8.7 Monitoring Evidence of Implementation 8.7.1 FÁS FETS (National Programmes and Standards) and FÁS Operations monitor the implementation of this Procuring Programme Delivery Through Utilisation of Second Training Providers policy. 8.7.2 Evidence to confirm implementation of this Procuring Programme Delivery Through Utilisation of Second Training Providers policy and procedure will at a minimum, include:- o Statements of arrangements or contractual agreements o Relevant correspondence and minutes of meetings with second providers o Second provider reports o Monitoring reports. o Learner and staff feedback results o Records of achievement of programme objectives, including certification and placement, where appropriate o Monitoring improvement plan actions o Training Standards System Documents and Forms o Second Provider Portal Documents and Forms FÁS 2013 82

9. FÁS MONITORING F POLICY ÁS recognises the importance of and is committed to maintaining Quality Assurance standards through a systematic approach to monitoring of its training programmes and related services. This process of monitoring leads to continuous improvement initiatives that contribute to maintaining programmes which address labour market requirements, social cohesion and economic competitiveness at a national, geographical, sectoral, organisational and individual level. 9.1 Purpose 9.1.1 The purpose of this policy is to ensure that FÁS training programmes and related services are monitored in accordance with FÁS national quality assurance Monitoring policy. 9.2 Responsibilities 9.2.1 FÁS FETS (National Programmes and Standards) and FÁS Operations manage the implementation of this Monitoring policy. 9.2.2 FÁS FETS (National Programmes and Standards) develop quality assurance monitoring procedures in keeping with the FÁS national approach to Quality Assurance monitoring. 9.2.3 FÁS Operations have particular responsibility to monitor the dissemination of information to prospective learners. 9.3 Quality Assurance Monitoring System 9.3.1 FÁS FETS (National Programmes and Standards) and FÁS Operations integrate monitoring of Awards Councils requirements with existing internal quality management systems, where relevant. 9.3.2 FÁS Quality Assurance monitoring applies to the following Awards Councils requirements: i) Communications ii) Equality FÁS 2013 83

i) Staff Recruitment and Development ii) Access, Transfer and Progression iii) Programme Development Delivery and Review iv) Fair and Consistent Assessment of Learners v) Protection for Learners vi) Procuring Programme Delivery Through Utilisation of Second Training Providers vii) Evaluation of Programmes and Related Services. 9.3.3 For programmes that are validated, FÁS FETS (National Programmes and Standards) are required to ensure that monitoring systems are structured to measure the following: a) The on-going validity of a training programme, in the context of developing knowledge in the discipline and practice b) The extent to which the programme outcomes are being attained by learners c) The appropriateness of the curriculum and assessment in relation to learning outcomes. 9.4 Monitoring Plan and Monitoring Report 9.4.1 FÁS FETS (National Programmes and Standards) and FÁS Operations develop monitoring plans to schedule monitoring activity and produce a report(s) to record monitoring findings. 9.5 Development and Implementation of Improvement Plans 9.5.1 FÁS FETS (National Programmes and Standards) and FÁS Operations develop and implement continuous improvements and preventative and corrective processes in accordance with the FÁS National Approach to Quality Assurance Monitoring. FÁS 2013 84

PROCEDURES INTERNAL MONITORING As indicated in the FÁS Monitoring policy, the FÁS national approach to Quality Assurance monitoring underpins the organisation s monitoring procedures and activity. This organisational framework was developed by a cross-divisional group and is described in the FÁS document called - FÁS NATIONAL QUALITY ASSURANCE MONITORING FRAMEWORK (FOR FÁS PROVIDED, ORGANISED AND PROCURED TRAINING PROGRAMMES AND RELATED SERVICES) 2006. (see TSS Section 9 Internal Monitoring, Documents) N ational Quality Monitoring procedures are available in this Quality Assurance Handbook and on the FÁS Intranet /Training Standards System (TSS) as follows:- TSS Section Nine Process Maps TSS 9 Internal Monitoring FÁS 2013 85

Training Standards System TSS-9 Internal Monitoring of the Training Standards System V2.0 Organisational and Local Monitoring Schedules developed by FETS (National Programmes and Standards) annually. Schedule for Local Internal Monitoring Local Monitoring Plan Guidelines for Conducting Internal Monitoring FÁS FETS (National Programmes and Standards) and FÁS Operations ensure implementation of FÁS Monitoring Policy Organisational Monitoring Schedule disseminated to Organisational Monitors R: Schedule for Organisational Internal Monitoring Local Monitoring Schedule disseminated to Training Centre Managers R: Schedule for Local Internal Monitoring Organisational Monitoring Plan developed by FETS (National Programmes and Standards) R: Organisational Monitoring Plan Local Monitoring Plan developed by Training Centre Manager in conjunction with local monitors R: Local Monitoring Plan TSS Issues Log Organisational monitoring event conducted annually (on an incremental basis) and informs annual and 3 year cycle Monitoring Reports R: Guidelines for Conducting Internal Organisational Monitoring Incremental and annual Monitoring Report generated R: Organisational Monitoring Report Local monitoring event conducted (on an incremental basis) and informs local and annual Monitoring Reports R: Guidelines for Conducting Internal Local Monitoring Summary Internal Monitoring Report and Local Internal Monitoring Annual Report generated R: Summary Internal Monitoring Report Local Internal Monitoring Annual Report Organisational issues raised, and recorded on the TSS Issues Log Local issues raised and recorded on the TSS Issues Log and copied to the Appropriate Manager & Area Director R: TSS Issues Log R: TSS Issues Log Critical Path Start of Process Process Pre-defined Process End of Process Continuous Improvements, Preventative and Corrective Action process developed and implemented 3 Year Cycle Monitoring Report generated FÁS 2013 86

9.6 Monitoring Evidence of Implementation 9.6.1 FÁS FETS (National Programmes and Standards) monitor the implementation of this Monitoring policy. 9.6.2 Evidence to confirm implementation of the FÁS Monitoring Policy and procedure will at a minimum, include: o Monitoring schedules and plans o Monitoring reports:- local, organisational and second provider monitoring reports o FÁS National Quality Assurance Monitoring Approach document. o Programme corrective, preventative and improvement actions o Learner, staff and other stakeholder feedback results. o Training Standards System documents and forms FÁS 2013 87

10. SELF - EVALUATION OF PROGRAMMES AND SERVICES F POLICY ÁS is committed to the ongoing evaluation of its programmes and services to ensure continued relevance of each training programme and related services to stakeholders and to facilitate continuous improvement. 10.1 Purpose 10.1.1 The purpose of this policy is to ensure the continued relevance and effectiveness of FÁS programmes and related services to address labour market requirements, social cohesion and economic competitiveness at a national, geographical, sectoral, organisational and individual level. 10.2 Responsibilities 10.2.1 The FÁS Senior Management Team (SMT), representing all FÁS divisions and supported by the FÁS Training Provision Division, is responsible for evaluation of programmes and related services. This group oversees the implementation of the FÁS evaluation process. 10.2.2 The FÁS NATIONAL QUALITY ASSURANCE OPERATIONAL PROCEDURES FOR EVALUATION OF PROGRAMMES AND SERVICES, developed by FÁS Training Provision Division support the FÁS national Quality Assurance evaluation process. 10.2.3 FÁS Training Provision Division) manage the implementation of this Evaluation of Programmes and Services policy. 10.3 Programme Evaluation Range and Schedule 10.3.1 The FÁS Training Provision Division establishes an annual schedule for the evaluation of training programmes and related services. 10.4 Programme Self Evaluation 10.4.1 Quality assurance self-evaluation is a formal and structured process undertaken by Training Provision Division and FÁS Operations, in consultation with relevant stakeholders, which include programme staff and learners directly involved in a programme. 10.4.2 FÁS Training Provision Division, FÁS Operations, and FET (Research, Planning and Development) take part in self-evaluation of FÁS training programmes and related services. FÁS 2013 88

10.4.3 FÁS Training Provision Division and FÁS Operations carry out evaluation of training programmes and related services in a formal, inclusive and evidencebased way and: a) Include the findings of FÁS Training Provision Division and FÁS Operations programme reviews and monitoring b) Include evaluation contributions from learners, staff and other key stakeholders c) Use a standardised quality assurance self-evaluation checklist to ensure that the relevant policy and procedure is being implemented d) Involve an External Evaluator for FÁS programmes leading to a FETAC award. This External Evaluator is independent of programme delivery and capable of comparing the quality of the programme being evaluated with that of similar programmes available elsewhere e) Produce a standardised Programme Self Evaluation Report which identifies strengths, areas for improvement and recommendations in relation to: i) Programme design and content ii) Programme delivery iii) Assessment of learning iv) Associated services and resources v) Attainment of programme objectives f) Produce a standardised Programme Improvement Plan based on recommendations from the Self Evaluation Report and which specifies the following: i) Identification of improvement actions agreed ii) Responsibilities for improvement actions required iii) Agreed timeframe for implementation of improvement actions iv) Implementation of improvement actions g) Submit the Programme Self Evaluation Report and the Programme Improvement Plan to the Senior Management Team (SMT) for consideration and approval by the FÁS SMT. 10.4.4 FÁS submits an internal evaluation report to FETAC. 10.4.5 FÁS considers, responds to and implements, as appropriate, Awards Councils recommendations for improvement, if any.. FÁS 2013 89

T PROCEDURES PROGRAMME EVALUATION he FÁS NATIONAL QUALITY ASSURANCE OPERATIONAL PROCEDURES FOR EVALUATION OF PROGRAMMES AND SERVICES were developed through an internal consultative process, and draw on systems, structures, processes and procedures that are already in place and/or planned in FÁS. They take a pragmatic approach that aims to be cost and human resource effective. They have been developed to support FÁS in ensuring the continued relevance and effectiveness of its programmes and services in relation to labour market needs. They provide the basis for FÁS Training Provision Division and FÁS Operations to implement the FÁS National Quality Assurance Policy regarding Evaluation of Programmes and Services and to improve training practice. This helps to ensure organisational consistency while allowing the Divisions flexibility to take relevant issues such as the range and nature of different programmes - into account in the design and implementation of evaluations. They address areas such as:- o The evaluation process o Range of evaluations o Roles and responsibilities o FÁS evaluation principles o FÁS evaluation methodology. These procedures are subject to an on-going consultation process. N ational Quality Monitoring procedures are available in this Quality Assurance Handbook and on the FÁS Intranet /Training Standards System (TSS) as follows:- TSS Section 10 Process Maps TSS 10 Programme Evaluation Additional information is also contained in the FÁS National Quality Assurance Operational Procedures for Evaluation of Programmes and Services leading to FETAC awards located on TSS Section 10 Programme Evaluation, Documents FÁS 2013 90

Training Standards System DRAFT - TSS-10 Programme, Self-Evaluation Process V1.3 A central evaluation team is nominated and trained. A schedule of programmes is selected and relevant operational units informed R: Programme, Self-Evaluation Schedule A plan is developed for the programme setting out the scope, methodology and process for the evaluation. Training Provision Division supports the evaluation process through a Programme Evaluation Facilitator assigned by the relevant TPD Director The Central Evaluation Team organises the data collection / desk research phase. They gather course / module / programme review reports (both local and organisational reports). They gather other relevant data as required; MIS, published reports, etc. They review and analyse the data to ensure it is relevant, timely and sufficient. The Central Evaluation Team produces a draft Programme, Self- Evaluation Report and Programme Improvement Plans and agrees the draft with all relevant directors / SMT R: Self Evaluation Report An External Evaluator verifies the draft Programme, Self-Evaluation Report and Programme Improvement Plans and liaises with the TPD Evaluation Facilitator to finalise the External Evaluation report R: External Evaluation Report Reports approved / agreed with relevant Policy Director/s, relevant TPD Director and ADG Director Adult Training and Risk Management submits Draft Self- Evaluation Report and Improvement Plans (including Improvement Implementation Plan) with the External Evaluator Report to SMT for approval R: Programme, Self- Evaluation Report, Improvement Plan and External Evaluator Report The Central Evaluation Team send the finalised approved reports to QQI Programme Improvement Plans are circulated to Area Directors and Policy Directors by Adult Training and Risk Management Director for implementation. Programme Improvement Plans are logged in the Training Standards System through the TSS Issues Log R: Programme Improvement Plan R: Corrective or Preventative actions/continual Improvement TSS Issues Log Critical Path Start of Process Process Pre-defined Process/Procedure End of Process FÁS 2013 91

10.5 Monitoring Evidence of Implementation 10.5.1 FÁS FETS (National Programmes and Standards) monitor the implementation of this Evaluation of Programmes and Services policy. 10.5.2 Evidence to confirm implementation of this Evaluation of Programmes and Services policy and procedure will at a minimum, include:- o o o o Self- evaluation reports External evaluation reports FÁS programme evaluation improvement plans Evidence of implementation of the improvement plans FÁS 2013 93