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External Verification (EV) Standardisation Support Resource

By Joel Scott,2014-04-11 22:01
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External Verification (EV) Standardisation Support Resource

    1st4sport Qualifications

    the awarding body for active learning and leisure

    External Verification (EV)

    Standardisation Support Resource

    Guidance to EV Standardisation for

    Qualification Development Managers

    EV Standardisation Guidance Resource

1st4sport Qualifications

    the awarding body for active learning and leisure

    ? Coachwise Ltd, 2008

    This document is copyright under the Berne Convention. All rights are reserved. Apart from any fair dealing for the purposes of private study, research, criticism or review, as permitted under the Copyright, Designs and Patents Act 1998, no part of this publication may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, electronic, electrical, chemical, mechanical, optical, photocopying, recording or otherwise, without the prior written permission of the copyright owner. Enquiries should be addressed

    to 1st4sport Qualifications.

    Developing and awarding qualifications for the active learning and leisure industry

    1st4sport Qualifications

    Coachwise Ltd

    Chelsea Close

    Off Amberley Road

    Armley

    Leeds LS12 4HP

    Tel: 0113-290 7610

    Fax: 0113-231 9606

    Email: enquiries@1st4sportqualifications.com

    Website: www.1st4sportqualifications.com

The QCA-recognised awarding body, 1st4sport Qualifications, is a brand of Coachwise

    Ltd, the trading arm of The National Coaching Foundation (known as sports coach UK), the UK-registered charity leading the development of coaches and the coaching system in the UK. Any proceeds go directly back to sports coach UK to help them develop and advance

     sport in the UK.

    EV Standardisation Guidance Resource

    1st4sport Qualifications

    the awarding body for active learning and leisure

Introduction 1

    Planning and Preparation 2

    Implementation 5

    Evaluation 7

    Annex 9

    EV Standardisation Guidance Resource

1st4sport Qualifications

    the awarding body for active learning and leisure

Notes:

    EV Standardisation Guidance Resource

    1st4sport Qualifications

    the awarding body for active learning and leisure

Introduction

    This resource has been designed to support 1st4sport Qualification Development Managers in the process of conducting a qualification external verification (EV) standardisation meeting. The resource ha been split into the three sections for ease of use, they are as follows:

; Planning and Preparation

    ; Conducting the meeting

    ; Evaluation of meeting

    Each section consists of the processors you should follow; be involved in; and/or be aware of to successfully carry out an EV standardisation meeting. Templates along with work instructions will also be available to support (where required).

    1 EV Standardisation Guidance Resource

1st4sport Qualifications

    the awarding body for active learning and leisure

Planning and Preparation

Planning and preparation of EV standardisation meeting is crucial and should be done a

    minimum of eight weeks prior to the planned date of the meeting. This phase is predominantly carried out by both the QDM and AQDO. The aspects covered during these

    phases are:

; Planning a date and location for meeting

; Planning an appropriate venue

    ; Preparing information relating to the standardised agenda

Phase Action Guidance notes

    QDM to organise an appropriate EV standardisation meetings are to be

    date with all qualification EV’s, CEV carried out every six months, per

    and partner(s) if required. qualification.

    Once date agreed identify a suitable

    location for all attendee’s to access. Planning a date

    and location for meeting

    Phase Action Guidance notes

    QDM to work with AQDO to book All accommodation bookings are to be

    appropriate venue, information the confirmed through QDM before

    AQDO will require is as follows: confirming.

    ; Accommodation requirements (Breakfast, non When confirming details

    from attendees smoking room, time of arrival etc) of booking

    ; Schedule of day breaks and accommodation AQDO to confirm

    lunch (dietary requirements must be details direct with EVs and Cc QDM.

    considered) ; Preferred payment method. Once venue is booked AQDO will forward details to all attendees. This will detail venue address and contact details, location of nearest parking facilities. Planning an appropriate venue Once venue agreed an agenda can A standard agenda template (Annex be sent out to all attendees 9) is available and can be adapted to

    suit the planned meeting. The

    standard agenda provides a simply

    structure to follow during such an

    event.

    2 EV Standardisation Guidance Resource

    1st4sport Qualifications

    the awarding body for active learning and leisure

    The preparation of information for an EV standardisation meeting will depend greatly on the

    content of the agenda. Below provides guidance on the information requirements based on

    the standard agenda, which is situated in annex 9 of this resource.

    Phase Action Guidance notes

    Points on Agenda Guidance Notes

    1 Minutes of the previous meeting ; A template is available for these to be

    written (Annex 1)

    ; These should be sent with agenda 1

    month prior to meeting

    2 Matters arising ; Any information that could be

    pertinent to the EV team

    3 1st4sport generic update and ; Review content of both EV and centre

    communications newsletters

    ; Updates on staffing changes

4 1st4sport qualification specific

    update

    4.1 Development or amendments ; Any changes to qualification

    to the current specification documentation

    and/or related ; Any changes to resource

    documentation documentation

4.2 Qualification specific ; Any qualification irregularities

    instances of irregularity identified internally

    4.3 Review and Analysis of ; AQDO will prepare information on the

    Qualification Performance following:

    Statistics and related re-- Registrations and certifications

    - Achievement rates accreditation/withdrawal

    update ; QDM to identify accreditation status

    of qualification extended, amended,

    withdrawn or no change

    4.4 Review and analysis of ; Performance stats for EV’s and quals

    External Verification as most quals should be monitored on

    Monitoring Statistics a ratio of 1:4 or 1 in 50 candidates Preparing information relating to the standardised agenda

    4.5 Identified best practice ; AQDO will prepare a summary

    across qualification and document with information taken

    recognised centres from EV reports from the last six

    months (Annex 2)

    4.6 Identified areas for ; AQDO will prepare a summary

    development across document with information taken

    qualification and recognised from EV reports from the last six

    centres months, allowing you to get EV’s to

    monitor and support centres on these

    areas over the next six months, so

    the issue does not re-arise (Annex 2)

    3 EV Standardisation Guidance Resource

    1st4sport Qualifications

    the awarding body for active learning and leisure

    4.7 Qualification specific update ; Request information from qualification

    via the CSRs administrator regarding any issues

    they face with reference to the

    qualification of qualification EV team

    4.8 Review of EV/Recognised ; Update allocation sheet for all

    Centre allocations recognised centres for qualification

    (Annex 3)

    ; Once completed up date qualification

    administrator

    ; Partner to prepare any information, 5 Partner Update questions etc they would like to

    discuss with the qualification team

    6 External Verification Update ; QDM to prepare notes on best

     practise across the qualification EV 6.1 Identified best practice within team over the last six months (e.g.

    EV team centre support, communications)

    (Annex 4)

    6.2 Identified poor practice and ; QDM to prepare notes on poor

    related actions plans within practise across the qualification EV

    EV team team over the last six months (e.g.

    completion of EV forms, centre action

    plans) (Annex 4)

    7 Standardisation activities ; AQDO to request active or recently

    certificated candidate details from

    qualification administrator. Once the

    list is generated a random sample is

    requested from centre using standard

    letter. (Annex 5)

    ; Portfolio’s received at 1st4sport sport,

    under no circumstances should these

    be sent direct to venue and should be

    tracked, using the template provided

    (Annex 6)

    ; QDM takes files to venue for

    standardisation exercise templates

    provided to support exercise (Annex

    7):

    - Team agree unit(s), evidence,

    work to standardise

    - Once activity completed forms

    collected in (to be scanned and

    inserted into the minutes)

    4 EV Standardisation Guidance Resource

    1st4sport Qualifications

    the awarding body for active learning and leisure

Implementation

Try to get to the venue twenty minutes before the meeting is due to start, to prepare venue

    information and meeting room. Information you would require from the venue would be

    that of general house keeping (location of facilities, fire drills etc).

If the EV standardisation is thoroughly prepared the process of heading the meeting should

    one that is relatively simple:

; Give EV’s copies of the:

    - agenda

    - previous meeting minutes

    - qualification report (created by AQDO).

    ; Complete a register of attendance form (Annex 10)

    ; Once all arrived run through venue house keeping

    ; Identify a minute taker (this could be random selection or chosen in order)

    ; Lead meeting by running through agenda (guidance notes are provided below to assist)

    ; Complete an event evaluation form (Annex 11)

    Points on Agenda Guidance notes

    1 Minutes of the previous meeting Run through to check actions carried out,

    any actions not complete discuss and re-

    evaluate

    2 Matters arising Go through any issues that may be relevant

    to the EV team and 1st4sport.

    3 1st4sport generic update and Go through your reviewed content of both

    communications EV and centre newsletters and update on

    staffing changes relevant to qualification.

4 1st4sport qualification specific update

4.1 Development or amendments to the

    current specification and/or related If there has been any developments or

    documentation amends to documentation take examples

    and go through.

    4.2 Qualification specific instances of Open discussion with CEV, EV’s, QDM and

    irregularity partner to raise and rectify any instances of

     irregularity within the qualification

    4.3 Review and Analysis of Qualification Go through AQDO’s report identifying

    Performance Statistics and related information on the following:

    re-accreditation/withdrawal update - Registrations and certifications

    - Achievement rates

    Report on accreditation status of

    qualification extended, amended,

    withdrawn or no change

    4.4 Review and analysis of External Using the report created by the AQDO

    Verification Monitoring Statistics Performance stats for EV’s and quals as

    should be monitored on a ratio of 1:4 or 1

    in 50 candidates. Action plan if this is not

    the case.

    5 EV Standardisation Guidance Resource

1st4sport Qualifications

    the awarding body for active learning and leisure

    Points on Agenda Guidance notes

    4.5 Identified best practice across Identify best practice for EV’s to share

    qualification and recognised centres across other centres.

    4.6 Identified areas for development The summary document taken from EV

    across qualification and recognised reports over the past six months, will allow

    centres you generate and agree a monitoring plan

    with EV’s for the next 6 months, so the

    issue does not re-arise.

    This plan can identify other actions related

    to the qualification (e.g. EV performance,

    qualification plan).

4.7 Qualification specific update via the If the qualification administrator has

    CSRs identified points to discuss run through

    these with attendees

    4.8 Review of EV/Recognised Centre Update allocation sheet for all recognised

    allocations centres or areas for qualification

    If partner in attendance it is there 5 Partner Update opportunity to provide information, ask

    questions etc of the EV team. If partner is

    unable to attend QDM to provide this on

    there behalf.

6 External Verification Update

6.1 Identified best practice within EV From your notes identify and share best

    team practise across the qualification EV team.

    6.2 Identified poor practice and related From your notes identify a poor practise

    actions plans within EV team across the qualification EV team and

    provide support and guidance to rectify

    this.

    7 Standardisation activities Using the requested portfolios identify what

    is to be standardised (this could be a

    certain level, task, part of portfolio).

    Using the standardisation tool carry out

    activities in groups. The groups are then to

    feedback on finding sharing good practise

    and areas for development.

    6 EV Standardisation Guidance Resource

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