3.2.2 National Vocational Qualifications (NVQ) |
NVQ’s Health and Social Care (Children and Young People)
In line with Government targets, National Minimum Standards and Joint Awarding Bodies (JAB), the company is committed to NVQ for care (and non-care) Staff and is an approved, fully certified NVQ Centre registered with Edexcel (External Awarding Body). This may also be achieved with the use of external suppliers in certain areas.
The NVQ Centre is regulated and monitored by Edexcel (External Awarding Body) who ensure that the management, administration, assessment and quality assurance of the NVQ(s) we are authorised to deliver are consistent with the regulations set out in the Common Code and NVQ Code of Practice.
The NVQ Code of Practice and the Qualifications and Curriculum Authority (QCA) form the basis of all agreed principles, practice and performance for the NVQ Centre.
The ability to ‘Quality’ assure our own service enables our team of Assessors and Internal Verifiers to ensure the highest possible standards, encouraging each Candidate to tailor their choice of units to their current skill level, job role and workplace.
Access is via application to the Training and Development Manager and in most cases is dependent upon successful completion of the Continuum Induction programme and time of employment.
Contents
1. NVQ Centre Complaints Procedure
a) Statement
It is the right of any trainee, Candidate or Staff member to make a complaint against the policies and procedures of Continuum NVQ Centre, or against an individual member of Staff.
It is the responsibility of the Training and Development Manager of Continuum to action any complaint received and retain this information for Edxcel.
The following procedure details the actions to be taken both by the complainant and by the Management of Continuum. For complaints regarding an NVQ assessment decision, the NVQ Appeals Procedure is to be followed.
b) Procedure
Stage 1
The complainant is to request a complaint form from the head office or point of contact. Once the form is completed, the complainant is to return it to the head office.
On receipt of the complaint the Training and Development Manager will acknowledge receipt and carry out investigations into the complaint.
Once investigations have been made and an outcome derived the Training and Development Manager will provide the complainant with a written response within seven working days.
If this is not possible the Training and Development Manager will inform the complainant of any delay.
Stage 2
If after the Training and Development Manager has actioned the complaint, the complainant still feels that the complaint has not been given a satisfactory conclusion they may request a meeting with the Training and Development Manager to attempt to resolve the situation.
The Training and Development Manager will investigate the complaint and gather evidence and provide the complainant with a written record of the meeting and the outcome within seven working days. If this is not possible the Training and Development Manager will inform the complainant of any delay.
Stage 3
If following the above processes the complainant does not feel that the matter has been resolved effectively, they have the right to apply to higher authority in assistance to gain a satisfactory resolution.
The higher authority for NVQ Provision is the Edexcel.
c) Appeals procedure
Purpose
The purpose of this procedure is to establish a clear and fair system of recourse for those participating in the assessment system who feel a decision has been unfairly taken or access to assessment has been denied them.
All Candidates have the right to fair, valid and reliable assessment decisions and to the provision of clear and constructive feedback. They, therefore, must have the right to pursue an appeal if they feel any of the above criteria have not been met. Candidates are required to receive details of the appeals procedure as part of their induction.
The following steps are to be followed when pursuing an appeal:
STEP 1
In the first instance the Candidate should pursue the appeal with their Assessor at the time of the assessment decision. They should set out why they feel that they have been unfairly treated and which part of the decision or assessment process they feel dissatisfied with.
Documentation should be clearly marked to illustrate any areas where the Assessor feels the Candidate needs to collect further evidence and a new plan drawn up.
If the Candidate remains dissatisfied with the explanation given for the assessment decision, they should complete an appeals report form. This should be submitted no later than 4 weeks later from the receipt of the assessment decision.
A copy of this form is to be forwarded to the Training and Development Manager
STEP 2
When a Candidate is pursuing an appeal, the Assessor will need to contact the Internal Verifier as soon as is practical and provide them with the following in relation to the Candidate concerned:
- All evidence put forward by the Candidate for the assessment concerned.
- The Assessment Plan, Evidence Record Sheet and Assessment Matrix.
- The Appeals Report Form which has been completed by the Candidate.
The Internal Verifier should talk to both the Candidate and the Assessor before reaching any conclusion. This must be within 10 working days of receipt of the appeal report form.
The Internal Verifier must then make their decision within four working days of discussion with Candidate and Assessor. Clear feedback and outcome of the decision should be recorded on the Appeals Report Form, detailing why they have reached their decision.
A copy of the decision should be forwarded to the Training and Development Manager.
STEP 3
It may occur that the Internal Verifier cannot reach a decision or a satisfactory outcome to the Candidate on the basis of the information they have been presented with especially if they were not present at the assessment itself.
If this is the case, they will need to pursue the issue with the Centre’s Appeals Panel. This must be completed within 10 working days of Step 2.
Continuum’s Appeals Panel consists of:
- Training and Development Manager
- Internal Verification and Assessment representative from same occupational sector.
- Candidate Representative
The Training and Development Manager will be responsible for arranging the meetings, documentation, recording and communicating the outcome. The meeting must be arranged within 10 working days on receipt of the Internal Verifiers referral.
The Internal Verifier involved at Step 2 should:
- Ensuring that the Candidate is informed of all those involved in the appeals panel, the date and time of the panel meeting.
- Ensuring that the Candidate is satisfied with the relevant documentation required by the panel, i.e. original Appeals Report Form and associated records.
- Provide all relevant evidence required by the panel i.e. Candidate portfolio, assessment plan, evidence record sheet, assessment matrix, action plans etc.
The Training and Development Manager will inform the Candidate of the decision verbally at the end of the panel meeting and in writing within 5 working days.
STEP 4
If the Candidate remains dissatisfied, the issue will need to be forwarded to the Edexcel Quality Team. The NVQ Centre Administrator should:
- Check that the Candidate knows the name of their Edexcel representative and how to contact them should they wish to do so.
If you require any further information regarding the Appeals Procedure, please speak to the Training and Development Manager.
2. Caution System
The caution system is to encourage commitment from the Candidates to the Assessor/Training Department.
A caution will be issued if:
- A Candidate fails to attend a pre-arranged appointment/training session/assessment.
- A Candidate forgets their work file or essential documentation.
- A Candidate does not complete the work set at the last assessment plan.
- A Candidate cancels an appointment within less than 24 hours.
The Assessor/Trainer completes a Candidate report form explaining the caution details.
The number of cautions issued by the Assessor/Trainer is recorded on the NVQ Candidate/training database.
The centre/training administrators are to send caution letters upon receipt of the Candidate report form, send a copy to the workplace Manager, workforce Manager and funding provider ( if applicable).
The date and issue of the caution is to be recorded on the NVQ (Cats) and training database.
On issue of the third caution the Candidate, Assessor, Internal Verifier/Contract Manager, Human Resources Manager and funding provider (if applicable) are to meet to discuss commitment to the programme and if commitment is not there, then the Candidate is to be taken off programme. After the issue of the third caution, the Staff members employment with the company may be terminated.
A Candidate Report form is to be completed – detailing the leaving date and a letter sent to confirm removal by Centre Administrator.
Entries on Caution Form
Reason for Caution – missed appointment, did not bring file etc.
Requested by – name of Assessor/Trainer
Date/Location of appointment – details
Signature – Assessor/Trainer
3. Policy for Selection of Candidates for the NVQ award
- As from 1st of January 2005 all care Staff will be enrolled on the NVQ Award Level 3 Health & Social Care (Caring for Children and Young People).
Initially all Staff will complete the Continuum Induction programme.
Once this has been satisfactorily completed Staff will be registered on the NVQ.
- Staff will be expected to complete the NVQ within one year, although it is recognised that this time may need to be extended for some Candidates.
- Staff who may need assistance with core skills will be given the opportunity to attend courses and should be encouraged and supported by Managers and Assessors.
- Night Staff should be allocated an Assessor who is able to assess during normal night hours; however there may be occasions when night Staff will need to work a day shift to be observed in certain activities.
This should not prevent night Staff from being registered on the programme.
- All Staff recruited with effect from January 2005 should be informed of the expectation that they will complete the NVQ programme.
- All Staff employed as seniors or deputies from January 2005 should be informed that they will be expected to act as a mentor or work towards the Assessor’s Award.
- Any queries regarding the NVQ system or the selection of Candidates and Assessors should be forwarded to the Training and Development Manager.
4. Internal Verification Policy and Procedures
Aims
The aims of these policies and procedures are:
- To ensure consistent and reliable assessment and internal verification decisions are made
- To monitor the quality of assessment and highlight problems, trends and development needs of Assessors
Strategy
Internal Verification within Continuum:
- Assessor Competence and Practice
- Sampling Assessment
- Standardisation of Judgements
5. Assessor Competence and Practice
Adherence to the Standards D32/D33 & A1/A2
- All Assessors will hold their D32/D33/A1 certificates or be working towards.
- All Candidate Assessors who are working towards A1 must aim to achieve their award within 6 months of commencement and will have all assessment decisions counter signed by a qualified Assessor.
- When national standards of assessment are revised, all Assessors, experienced and inexperienced, will be invited to submit a portfolio of evidence against the new standards.
- All Assessors will be observed in practice twice yearly to cover the following areas:
- Planning
- Observation/Oral Questioning
- Feedback to Candidates
- Assessors’ assessment decisions will be judged by an occupationally competent Internal Verifier to ensure Candidate’s evidence meet the standards. There is a cohesive sampling strategy to ensure that all Assessors will have each unit they are assessing judged on an annual basis to ensure standardisation and consistency. (see Internal Verification Report on Assessment Decisions and report on Assessor Performance)
- An Internal Verifier will check Assessors’ portfolio documentation during routine workplace visits. These visits are held quarterly and will follow the sampling strategy criteria. An Internal Verifier will interview Candidates during routine workplace visits to ensure that the Assessor is supporting the Candidate sufficiently. (See Candidate Interview Record)
- Any issues that are addressed during internal verification that require further development are to be recorded and fed back to the Assessor in a positive and constructive way.
6. Training and Development of Assessors
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Sampling of Assessment
| Criteria | Observation of practice | Candidate Interview | Portfolio Documentation/Quality Check | IV Report on Assessment Decision |
| Assessor/Candidate | Monthly reports from Mentor/IV | 1 per Candidate where evidence is being submitted for A1/2 | Monthly checks by Mentor/IV | All decisions whilst working towards qualification |
| Inexperienced Assessor | Four times per year to cover all areas of assessment | 10 % of Candidates from different workplaces | 3 monthly from different workplaces | Substantial sampling for the first 6 – 12 months |
| Experienced Assessor | Twice a year to cover all areas of assessing | 5 % of Candidates from different workplaces | 1 report per unit per annum | |
| New Standards | As above | As above | As above | 3 reports per year on each unit |
7. Policy for NVQ Centre Standardisation Meetings
It is the Training and Development Manager’s responsibility to co-ordinate and hold standardisation meetings.
It is a requirement of the Code of Practice and Edexcel to provide opportunities for Assessors to be supported and to standardise assessment practices and decisions.
As part of the NVQ quality assurance process, NVQ standardisation meetings will be held regularly at a designated venue.
Assessors must attend a minimum of three standardisation meetings per year to qualify as an Edexcel Assessor and as part of the JAB (Joint Awarding Body’s) guidelines for evaluating ‘best’ practice, standardising practice, quality of NVQ assessment/verifying and personal development of Assessors and Internal Verifiers.
A list of meetings covering different topics of assessment methods should be planned in advance to allow sufficient notice for Staff to attend.
Recommended standardisation exercises below – this list is not exhaustive and should be repeated at regular intervals for new Staff and to refresh on centre practices.
It is recommended that different standardisation meetings are held to hold award specific meetings to focus on particular awards.
Attendance at the meetings is to be tracked by the administrator. The team should not miss more than one in three. Apologies for non-attendance should be given in advance to allow time/opportunity for alternative arrangements to be made to deliver the information i.e. through Internal Verifiers.
A memo should be forwarded to the team member who does not attend and followed up by the Administrator to determine the reasons for non-attendance. Copies of this information to be retained in the standardisation file under the meeting record.
An attendance register is maintained within the standardisation meetings folder.
All people who attend the meeting must be signed in on the Attendance Sheet.
The Training and Development Manager/Administrator should prepare an agenda, suitable exercises to promote standardisation and ensure that the minutes of the meeting are recorded and sent to all relevant parties within an agreed timescale.
The attendance sheet, agenda, minutes and exercises should then be stored in the standardisation file under the meeting records for future reference/examination by External Verifiers/Auditors.
8. Recommended Standardisation Exercises
- Standardisation exercises need to cover units, methods, incorrect/incomplete and completed/correct decisions – examples
- Photocopy examples taken from a range of Assessors files of one particular method of assessment – i.e. observation – ask for feedback from the full team on the content, accurate recording - compare different Assessor’s evidence to determine best practice.
- Photocopy a full unit from a Candidate’s portfolio omitting evidence/referencing to ensure the assessment decision is incorrect – get the team to re-assess or Internally Verify the assessment decision and note concerns.
- Role-play planning an assessment against a particular unit – this will bring forward different ideas and methods for evidence to be contained in that particular unit.
- Closely examine a unit from the standards and go through each standard to ensure that similar amounts/methods of assessment are being planned and assessed.
- Role-play feedback/questioning with a Candidate to get feedback from others on how it could be improved.
- Request all Assessors to bring in partly completed portfolios for other Assessors to critically examine and provide feedback. This can be done holistically or against specific units.
9. Policy for the Selection of Assessors
- Qualified Assessors must meet the requirements for occupational expertise, as specified by the appropriate standards setting body before commencing their role.
- Assessors must be familiar with awarding body requirements for the recording of assessment decisions and the maintenance of Candidate assessment records as specified by Edexcel and Continuum.
- Staff requesting to become an Assessor must discuss their request firstly with their Line Manager and have their request documented in their supervision/appraisal/Staff development contract.
- The Manager must contact the NVQ Centre and submit the request in writing. The NVQ Centre will process the request and contact the Staff member and Manager to discuss.
- Candidate Assessors must achieve the appropriate Assessor qualifications as approved and specified by the regulatory authorities.
- Candidate Assessors need to have occupational competence and hold an NVQ 3 specific to their role and have a clear understanding of the standards of the award and the awarding body (including the NVQ code of practice) before they commence their A1 Assessors training.
- Candidate Assessors who may need assistance with core skills will be given the opportunity to attend courses and should be encouraged and supported by Managers and qualified Assessors.
- Night Staff should be allocated an Assessor who is able to assess during normal night hours, however there may be occasions when night Staff will need to work a day shift to be observed in certain activities. This should not prevent night Staff from being registered on the programme.
- Assessment decisions of unqualified Assessors are checked, authenticated and countersigned by an Assessor or Internal Verifier who has the appropriate Assessor and/or Internal Verifier qualification and relevant occupational expertise.
- All Staff employed as seniors or deputies from January 2005 to be informed that they will be expected to act as a mentor to Candidates or work towards the Assessors award.
- Any queries regarding the NVQ system or the selection of Assessors should be forwarded to the Training and Development Manager.
End