Level 4 Certificate in Leading IQA – Evidence Folder

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Hello. At the Axiom Dynamics Training Academy, we get lots of queries about the evidence folder that makes up part of the portfolio for the Level 4 Certificate in Leading the Internal Quality Assurance of Assessment Processes and Practice. Today I would like to welcome you to this overview of what you will need to do to complete this.

Quality assurance is the general terminology for making sure things are the best they can be. This process should be continuous with the aim of it being to maintain and improve the products and services offered in an organisation. Internal quality assurance relates to the monitoring of all the teaching, learning and assessment activities which learners or employees will undertake, and should form part of an organisation’s quality cycle.

If internal quality assurance does not take place in an organisation, there are risks to the accuracy, consistency and fairness of the teaching, learning and assessment practices.

Below is a short description of what you will need to complete for each part of your overall portfolio and further evidence folder, (in Units 2 and 3), so you have a clear understanding of it is you have to do.

Portfolio

Candidate IQA Details

This is for us to learn more about you. It includes the usual things like your name and contact details, but there are also other things we need to know, so there is a short pre-course assessment to complete. This consists of a VARK test, any Recognised Prior Learning you may have and also a section to upload identification, which is a requirement by the awarding body.

Achievement Summary Sheet

This document allows you and your course tutor to see at what stage you are at in your qualification. It shows the units you have completed and the dates when you met them. You will continually update this as you work your way through the qualification.

Specimen Signature Sheet

The specimen signature sheet is a copy of your signature to be used on all documentation. You will need to provide a copy of your signature on this sheet. You can insert an image file into the table in the document or you can print, scan and upload the document, whichever is more manageable for yourself.

Assessment/Action Plan Sheet

This action plan is an example form that assessors can use when planning with the learner what they must achieve by the next assessment visit. These plans are to be written and agreed with the learner, ensuring both parties are aware of what is required for the following assessment visit.

It is recommended that the appropriate assessment criteria the learner is intending to cover are listed in the first column, with a planned action for the learner to complete by a set deadline in the second and third columns. All agreed actions will be reviewed on the following assessment visit and new actions will then be established and further action plans developed.

Assessment Record Sheet

The assessment record can be used to record all types of decisions made by the assessor. The record can be used for more than one type of evidence and should provide an audit trail for each visit with the learner.

The original document should be held by the centre in a separate location to the learner’s portfolio, in case the portfolio is lost. A copy should be placed in the learner’s portfolio so that they are aware of their progress towards the completion of the unit and/or qualification.

Evidence Tracking Sheets

Your final folder is your evidence tracking sheets. The awarding organisation requires that you add the dates of when you have completed each unit. Once you have fully completed the tracking sheet, you will need to sign the last page and then use the upload feature to send it to us. These will then be countersigned by your course tutor/ assessor and potentially by an Internal Quality Assurer.

Further evidence folder

Candidate IQA Profile

This will include all documentation applicable to the candidate IQA-CV, personal profile, (describing role, where you are based, how long you have been with your workplace/organisation, your aspirations) and relevant certificates that are required for your role.

Candidate IQA Assessor Profile       

This is a profile of the 2 assessors that you will be carrying out all IQA activities with. This will include all documentation applicable to the candidate assessor- CV, personal profile, (describing their role, where they are based, how long they have been at their workplace/organisation) and all relevant certificates to assess their vocational or workplace subject.

Observation Plan       

A yearly plan to show which assessors will be observed including dates, times and location. You should observe each of your assessors over a period of time to ensure they are carrying out their role effectively, supporting their learners adequately, making correct decisions and giving developmental feedback.  Exact dates must be added to this plan.

When planning to observe, you will need to take into consideration your staff’s experience, the number of learners they have and the different locations where they train and assess.

Team Meeting Plan   

A yearly plan to show when team meetings will take place including dates, times and location.

This plan should highlight all key dates for all meetings with both assessors and IQA’s for the organisation.

Additional notes can be added to the table below that can be added to your agenda for meetings.

Standardisation Plan 

A yearly plan to show when standardisation activity meetings will take place including dates, times and location.

This plan should highlight all key dates for all meetings with both assessors and IQA’s for the organisation.

Additional notes can be added to the table below that can be added to your agenda for meetings.

Sample Plan  

To perform your IQA role fully, you need to create sample plans, monitor assessment activities and collect various types of information. This sample plan will be of assessed work to be internally quality assured.

This should include 2x plans, 1 for each trainer/ assessor to cover a cross-section of work from different learners, locations, assessment methods and assessment decisions.

IQA of Assessment Documents        

A check or proof-read of all assessment documents that are to be used, (before being given to the assessor), to ensure all criteria/ requirements are met.  These may be from an awarding organisation or from the relevant workplace to show, not only what is being assessed but how it should be as well. This should be a scanned copy of the original documentation.

IQA Learners Work    

A sample of learner’s work taken from your sample plan. This will be from a cross-section of learners and units.  This will then be used to make up your Internal Quality Assurance Report should be used to check all learner work is correct and meets all criteria.  This should be a scanned copy of the original documentation.

IQA Observations

These coincide with your observation plan. Your TAQA assessor should be with you on your second assessment day to compile this report as evidence.

This will also include your Learner Discussion Checklist where you meet with the learner after an assessment has taken place. After observing your assessor, it is an ideal time to talk to their learner and gain feedback regarding the assessment process.

Both documents are required as part of your observations.

Professional Discussion 1 and 2      

A 1:1 review with your assessor to confirm that all aspects of the IQA process are covered. This is completed with your assessor on each of your visits to assess them. 

Minutes of Meetings 

Regular team meetings between all assessors and internal quality assurers should take place to discuss general issues and learners’ progress. A plan will reflect when these take place and ensure staff are available to attend.

A sample of minutes of meetings taken from your Team Meeting Plan is required.

Standardisation Activities     

A sample of minutes of meetings taken from your Standardisation Activities Plan (if separate from your Minutes of Meetings) eg. discussing qualification updates, new policies, induction material.

Policies          

A minimum of 3 policies that are used within your organisation that will relate to what is being assessed. eg. health & safety, equality and diversity, data protection/ GDPR.

Reflective Practice    

This can be in the form of a reflective learning journal, self-evaluation form or SWOT analysis on yourself. When evaluating your practice, you need to consider how your own behaviour has impacted others and what you could do to improve in your own role.

Personal Development Plan

A personal development plan can be used to plan your development and continuing professional development (CPD) activities. You will need to check the requirements of your organisation to ensure it meets your needs and amend it accordingly.

Continuing professional development (CPD)

Continuing professional development (CPD) can be anything that you do that helps you improve your practice. CPD should relate to your job role as well as the subjects you quality assure and can be based on the results of evaluation and feedback. You should reflect on the activities you carry out so that they have a positive impact on your development and role.

You will need to check the requirements of your organisation to ensure it meets your needs and amend the form accordingly.

IQA Report

Quality assurance is the general term used for making sure things are the best they can be. It should be a continual process with the aim of maintaining and improving the products and services offered in an organisation. Having a rationale will help ensure all assessment and IQA activities are robust, and that they are safe, valid, fair and reliable.  This is the report you complete to make sure this process takes place.

Supporting Documents         

You will need to submit the supporting documents you have used in the process.  These will include Qualification Specifications and/or Standards or Criteria.

Hopefully, this short explanation has now given you a better understanding of what is required to complete this section of your portfolio, however, should you have any further questions please do get in touch with Axiom Dynamics here.

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