The procedures for assessment and moderation are critical in the overall provision of accredited training. The importance of having and adhering to strict procedures for assessing and moderating learners cannot be overemphasised. The most important assessment instrument used by most training companies is the Portfolio of Evidence (POE). It is recognised that each individual learner puts in a lot of effort and expense to attend and complete the work required on accredited training. The POE submitted by that learner is the condensed result of all that hard work and every effort is taken to ensure that the POE, once in the hands of your organisation, is treated with care and responsbility so that there is no chance of a learner's work ever being misplaced or lost.
1. Pre-assessment meeting
The pre-assessment meeting takes place during the contact tutorial, usually towards the end of the course on the last day. The facilitator or administrator will hand out the standard assessment documents to each learner and go through the agenda for the meeting that usually includes the following elements:
- Introduction and overview of the Assessment Plan and Instruments;
- Explain re-assessment procedures and costs if learners are found to be NYC;
- Introduce assessment appeals procedure;
- Fill out and sign necessary documentation (Application for assessment, preparation for assessment form, terms of agreement, declaration of authenticity for PoE, etc.);
- Set dates for completion and handing in the PoE;
- General - this includes time for learners to ask questions regarding their assessment.
The checklist for ensuring the pre-assessment meeting has taken place is included in the procedures for Facilitation as that is when the meeting occurs.
2. Record in PoE Register
The course administrator keeps and maintains a POE Register. As each POE arrives, whether by post or handed over in person, the learner details and date of submission are recorded and signed in. The POE is then stored in the relevant locked and access-controlled storage cabinate until it is signed over to the Assessor. Each time the POE changes hands, the relevant date and signature is obtained right through to the final verification. This signing over ensures that at any point in time, someone has signed responsibility over the POE and is accountable for its safe-keeping.
The CiviCRM contact data in the "student information" section for each learner must also be updated at each step i.e. when the learner POE arrives, when feedback is sent back to the learner and when the assessment result is declared by the assessor.
3. Assign an Assessor
The administrator will now check all the available assessors (see link below) who have a current registration for the qualification being assessed and will allocate an assessor for each POE.
- The assessor will collect the batch of POEs from the administrator and sign the POE register;
- The assessor will agree to the deadline to complete the assessment and the date for POE to be returned after assessment will be entered into the "Assessor Returned" column;
- The Assessor conducts the assessment according to the provided assessment plan and marking memo that would have been programme approved by the relevant SETA as part of the programme approval for the accredited course;
- The "Assessor Returned" column is only signed by the administrator once the assessor returns the now assessed POE and it is stored once again in its allocated storage space;
The POE is now either waiting for that batch of assessments to be moderated OR is waiting for additional evidence from the learner (see Learner Feedback procedure below)Registered Assessors
4. Feedback to Learner
More often than not, the Assessor will have feedback to the learner that requires additional evidence or further work on existing evidence before he or she can be assessed as competent. It is a standard part of your organisational Assessment Procedure that each learner will have one opportunity to obtain feedback from the Assessor and respond with the required further work without this being considered a re-assessment. Only, if after sending the additional evidence, the learner is still assessed as NYC will the procedures for re-assessment be started (see below).
The administrator will fill in dates and sign the POE Register for when feedback is sent to the learner and when the supplementary evidence is received from the learner. The Assessor signs the POE Register when he/she collects the supplementary evidence.
Whether the learner is assessed as competent or NYC either in the first round or after feedback and supplementary evidence, the result is ultimately communicated to the learner and recorded in the POE register as well as the relevant form in the Assessment documents attached to the POE. It is important that the learner is informed that the final result will only come into effect after moderation and verification.
If the learner is assessed as NYC after the first assessment is completed, he or she has the right to request a second assessment. Your organisation does charge the learner for a second assessment at the rates that will have been communicated to the learner during the pre-assessment meeting.
- The procedures for the second assessment are identical to those outlined above;
- A deadline for submission of evidence is agreed with the learner;
- If the date for submission of evidence is after the date that the window for uploading results of that batch of learners has closed, a request to the SETA for a window to be re-opened for uploading results of second assessments must be made;
- It must be communicated clearly to the learner that if they do not meet the deadline for submission of evidence, they may miss the window for uploading results and therefore will not be certified;
- All movements of the POE and feedback to the learner are recorded and signed as usual in the POE register.
- Learner data in CiviCRM is updated.
6. Assessment appeals process
If a learner appeals an assessment, the procedures for assessment appeals as outlined in the Assessment Guide for the course is followed.
7. Conduct Moderation Procedure
When the deadline for completion of assessment has been reached, the administrator will appoint a moderator from the list of moderators with current registration for the qualification in question (see below).
- The moderator will sign out the sample of POEs (10% - 25% depending on SETA requirements) and record and sign for these in the POE Register.
- The agreed date for completion of moderation will be entered in the "Moderator Returned" column and when the POEs are returned, the administrator signs them in.
- The moderator holds a pre-moderation meeting with the Assessor(s) and the meeting is minuted and attached to the moderator report. The meeting should cover:
- Overall impressions of the assessment process
- Assessment process and activities
- Assessment judgements and reviews
- A run through the moderator's report
- Issues arising
A template of the pre-moderation meeting agenda is provided:
- The Moderator conducts the moderation following the organisation's moderation policy. A template for the Moderation Plan and Moderation Report is provided:
- Moderator then sends the Moderation Report to the training provider and Assessor(s)
- Moderator holds post-moderation meeting with the Assessor(s) and returns the POEs to the provider. An Agenda template is provided:
- If follow up is required by the training provider, the provider will instruct the Assessor(s) to undertake assessment remediation. Once remediation has been completed, the POE(s) are returned to the Moderator for final sign off.
- Commence with the verification procedures.