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Posted in QMS

A good and effective administration system is one of the keys to successful delivery of good quality accredited training. A decent administrative system will ensure that staff are working efficiently and that your clients', the learners, needs are attended to professionally and timeously. In the real world, there is no set sequence to which adminsitrative activities take place as it is often done responsively within circumstances as they arise. We have, however, tried to present the administrative procedures in the most logical order of operations. 

1. Schedule the course and allocate resources

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Whether it’s a funded course or one that you want to advertise generally or to a specific target group, it’s important to schedule the course as early as possible so that the dates can be included in promotional materials like brochures and adverts can be posted on websites, email shots and so on.

Once dates for a particular course have been set, you will need to:

  • Appoint a course leader - this will be the lead facilitator who will lead the delivery of the course including:
    • Planning and setting the course itinerary;
    • Plan for facilitation (including additional course facilitators and guest speakers)
  • Book the course venue, teas/lunches, equipment required, accommodation and meals, vehicles, appointments for external field-trips, and any other logistical arrangements.
  • Assign Assessors and Moderators for the course.
  • Send the course details and dates to the administrator responsible for the course calander.

Schedule now

2. Course payment

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It is usually company policy that all course payments must be made upfront. This is the case for both funded courses and courses made up of individual applicants. In the case of a funded course, a pro-forma invoice or official quote might need to be sent to the funder (ask your finance department to generate one) to set in motion the release of the funds. With certain organisations such as government departments or parastatal organisations, you might need to register on a database of suppliers before any business can be conducted.

Once a course has been scheduled, payment by individual learners or a course funder must be secured in the companybank account at least 2 weeks prior to the course commencing. Failure to do so may result in the course being re-scheduled.

A minimum of 10 learners is required to make a course financially sustainable. If you have scheduled a course but have not secured bookings and payments of at least 10 learners by the cut-off date of two weeks before course commencement, the course must be postponed and you must inform the existing bookings of the change.

Please complete the course payments procedure for accredited courses at least 2 weeks prior to the course commencing:

Payments procedure

3. Learner applications and registration

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Course applications can come through a variety of channels including the online general course application off the website, through telephone enquiries or email enquiries. Ultimately, all applications will ideally be translated into a registration on a particular course. In order to manage all course registrations through one integrated procedure, the following procedures for CiviCRM must be followed.

  • A new course must be created as an event in CiviCRM;
  • The online registration for this event must be configured;
  • A menu link to the course registration must be created under the 'registration' menu tab;
  • Configure the event location, fees and reminders;

    Once the event is set up and configured, learners will either self-register using the online registration or an Administrator can register learners based on general applications that have come in.

    Go to CiviCRM

4. Pre-course Communications

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The first choice for pre-course communications is via automated emails set up through CiviCRM. Only when a learner does not have access to email, should other means such as telephone calls, fax and/or postage be used.

Once your course event has been created in CiviCRM, go to 'configure' event and click on the 'schedule reminders' tab - here you can set up an automated email that will be sent to registered learners on a date of your choosing. In the email, you can provide links to online resources such as a pre-course assignment or reading where applicable. Once this email is configured, it will automatically be sent to all registered learners thus saving on time and effort as no individual emails or communications need to be sent out.

Go to CiviCRM

5. Pre-course Preparation

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The course administrator will prepare a course pack and hand it to the lead facilitator at least 1 day prior to the course starting. The course pack will include:

  • A full set of course materials for each learner;
  • A printed copy of the course itinerary for each learner;
  • Learner contracts for each learner (if applicable);
  • An attendance register;
  • Any other materials or equipment required e.g. projector

The course administrator must also ensure that all pre-course communications have taken place and are recorded:

  • That CiviCRM has been configured to send learners an email with links to pre-course assignment, directions, course itinerary and any other information they need prior to arrival;
  • That any learners without access to email are sent this information by fax or post and a record of this communication is made

The venue must be booked and prepared:

  • Venue room is booked and cleaned;
  • Desks and tables are laid out as required;
  • Whiteboard, markers and flipchart paper is available;
  • Extension cords, data projector and other equipment is available and working;
  • Water and glasses are available

Preparation procedures

6. Post-course administration

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The course administrator must get the relevant documentation from the lead course facilitator including:

  • The attendance register - this must be scanned and then filed in both hard and digital copy;
  • Learner contracts - usually only applicable to funded courses or learnerships - must be filed;
  • All assessment documentation e.g. learners' assessment procedure documents - store in assessment filing system;
  • Obtain and record deadlines for submission of PoE work by learners - configure CiviCRM to send PoE reminder email 1 week ahead of the deadline. Follow up on any learners who fail to submit on time.
  • Follow up with the lead facilitator and any other facilitators who taught on the course who must complete the online Facilitator Evaluation for that course and then hold a brief meeting to examine the course evaluations that were completed by the learners. The facilitator evaluation must be filed.
  • As the PoE files or workbooks arrive, they must be signed in and allocated to the relevant Assessor.

The procedures for assessment, moderation, verification and certification are outlined in the sections for those procedures. Once you have completed the steps above, please complete and submit the post-course administration procedure record:

Post-course admin record