SAMPLE SETA MONITORING & EVALUATION REPORT
This monitoring and evaluation tool provides a reference point for training providers applying for full accreditation and those who are first-time accreditation applicants. When you first apply for accreditation, you can never satisfy all compliance criteria in order to receive full accreditation.
Full accreditation is only awarded to those training providers who upload assessment results to the National Learner Register Database after verification by the SETA. Providers are usually able to access free training on how to complete these uploads via the SETA.
Tables Below Adapted from the MICT SETA Monitoring & Evaluation Report
If you are about to embark on the accreditation process, use this as your Portfolio of Evidence checklist and as a framework for the Contents page.
|PRIMARY FOCUS SETA|
|PROGRAME/S APPLYING FOR:|
|SITE INSPECTION DATE:|
|GENERAL COMMENTS / TIMELINES|
|1. Legislative Requirements.||Registration under the applicable legislation:(CK doc)|
|Provider is registered with the applicable SETA.|
|Policies and procedures on Occupational Health and Safety are in place & OHSE compliance certificate.|
|Learner awareness of occupational health and safety procedures.|
|Labour Relations Act Charts.|
|Partnerships and agreements Certificates where applicable.|
|2. Quality Management System||Strategic and operational plans and procedures covering the following:|
|Assessment and Moderation|
|Mission and strategic objectives (quality inclination)|
|Quality Management Committee|
|· Meetings and minutes|
|· Activities: Plan, Review, other quality services|
|Procedures and methods for the implementation of strategies and policies|
|Monitoring and review mechanisms – Mechanisms for the evaluation and amendments of policies and plans are in place.|
|3. Policies & Procedures||Human Resource Policies and Procedure||• Staff recruitment, selection and appointment policies and procedures.
• Staff performance management policy
• Staff development procedure.
|Learner Management||• Learner Recruitment Policy.
• Admission Policy and Procedure.
• Cancellation Policy and Procedure.
• Guidance and Support Policy and Procedure.
• Appeal Policy
• Work Placement Policy and procedure
|Assessment Management||• Assessment Policy and Procedure.
• Moderation Policy and Procedure.
• Certification Policy and Procedure.
|4. Financial, Administrative and Physical Resources||1. Is the space adequate to be conducive to learning (e.g. Acceptable Environmental Noise, Neat and well organized)|
|2. Provider has sufficient physical resources to manage learning (e.g. Equipment – Computers functional, operational, adequate, etc.) for the training being performed.|
|3. Provider has sufficient administrative resources and staff to maintain the business e.g. Reception.|
|4. Policies and procedures for the management, maintenance, and upgrading of facilities, resources and training materials.|
|5. The provider has demonstrated that proper budgetary and financial management processes are in place.|
|6. The provider has necessary financial resources to sustain the learning services throughout the period of accreditation.|
|7. The provider has a database of learner information and learner records.|
|5. Marketing||1. A current, flexible tactical marketing plan is in place and is implemented throughout the provider.|
|2. This plan includes plans to reach some or all of the following markets, depending on the provider’s marketing focus:
• High school leavers market.
• 25-54 year old market.
• Business and industry training market.
• A vocational and lifelong learning market.
|3. For each instructional and administrative unit, there is a current written marketing plan that supports the unit.|
|4. Internal and external customers are satisfied with provider products and services.|
|5.Reliable and valid research is incorporated into the marketing process to ensure continued improvement|
|6.Human Resources: Staff Selection,
|1. Employees meet the minimum qualifications for the position they currently hold.|
|2. Qualifications for each position are periodically reviewed and updated as duties and responsibilities change.|
|3. Professional growth, career planning and promotional preparedness opportunities are clearly defined. Information and support are made available to employees. A professional development plan exists for each employee in the organization|
|4. All recruitment, written materials, media materials and human interaction are free of discrimination|
|5. Employment Practices provide equal opportunities for applicants and promotion of employees. The work environment reflects the provider’s mission with emphasis on the adult learner.|
|6. Employees display initiative on the job that includes suggesting new ideas to improve personal performance and provide individual job satisfaction.|
|7. Employees show flexibility that includes the ability and willingness to readily accept and adapt to changes in procedures or assignments.|
|8. Employees have a positive attitude and enthusiasm on the job, including co-operation with all other employees, customers, and the general public and working toward the implementation of goals and policies with openness to constructive criticism.|
|9. Employees display the ability to effectively communicate – listen, understand and be understood both in written and oral communication and to express themselves in a positive manner|
|10. Managers actively promote teamwork and problem solving within their immediate unit and beyond in order to develop higher levels of job satisfaction|
|11. Conditions of employment, grievance, disciplinary and termination procedures conform with statutory requirements|
|7. ETD Practitioners||1. Facilitators|
• Certified copies of Qualifications
|• CV Certified copies of Qualifications
• ASSMT 01 certificate
• Registration status
• Certified copies of Qualifications
• Registration status
LEARNING SITE COMPLIANCE CHECKLIST
|Site existence||Proof of ownership or lease agreement of learning facilities|
|Floor plan of the learning facilities|
|Inventory list of Training equipment and furniture|
|Adequacy and appropriateness of equipment/resources.||Functional computers|
|Software relevance to programmes offered.|
|Internet & e-mail connectivity|
|Customer Care||Waiting rooms
Clear reception area
|Health Compliance||Adequate bathrooms/toilets
|Safety Measures||First Aid Kit
Adequate fire extinguishers
Cables neatly placed.
|CRITICAL AREA||ACTION||TARGET DATE|
Click SETA MONITORING EVALUATION REPORT sample to download the tool.
This report can be used as a self-evaluation form and meets most criteria for Full Accreditation.
Each SETA is nuanced according to the needs of various industries so requirements may differ between SETAs.
The future of training lies with the QCTO
While most accreditation for most qualifications is still only available via the SETAs, from 2018 the QCTO will assume provider accrediting powers. Providers applying for accreditation need to check if the qualification they wish to be accredited for is still with the SETA or now only available through the QCTO.