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NEW4172 User Guide to Visit Reports

1. take ownership of their evidence and its presentation in a portfolio Portfolios also need to be indexed this could be the centre s own design or the NCFE Candidate Learning Log These can be downloaded from the NCFE website Assessors are advised to keep an assessment completion record including brief details of the type of evidence produced by each candidate against each unit Evidence to meet this point could include a table created in Word or similar which is held in a central location ie the course file Your EM EV will be able to offer advice on this area Web www ncfe org uk Email info ncfe org uk Tel 0191 239 8000 nee NCFE User Guide to Visit Reports A User Guide to the NCFE Visit Reports Monitoring the Assessment Process continued 5 5 Each piece of individual candidate evidence is clearly identified as being attributable to that candidate Explanation Assessors are responsible for ensuring each candidate s evidence meets the rules of currency validity reliability authenticity and sufficiency This is part of the quality assurance expected within a centre Candidates can confirm authenticity by signing and dating their evidence This also shows that the assessment process has taken place throughout the course and not just at the end ie an end loaded situation which is frowned upon Evidence to meet this point could be seen by the EM EV when they complete their sample 5 6 Each unit of ass
2. www ncfe org uk JANUARY 2010 Where Service Matters A C f e nee NCFE User Guide to Visit Reports About Us NCFE is one of the UK s fastest growing national awarding bodies designing and awarding qualifications that are nationally recognised to meet the needs of learners and employers NCFE is recognised as an awarding body by the qualifications regulators regulators for England Wales and Northern Ireland The regulators are the Office of the Qualifications and Examinations Regulator Ofqual in England the Department for Children Education Lifelong Learning and Skills DCELLS in Wales and the Council for Curriculum Examinations and Assessment CCEA in Northern Ireland We provide a wide range of qualifications accredited by the regulators at different levels and in a variety of subject areas We also offer NVQs Key Skills Basic Skills Functional Skills and Entry Level qualifications Our aim is to give individuals the mix of skills knowledge and understanding they need to bring them closer to fulfilling their personal goals Our qualifications and awards are used by centres across the UK including schools colleges adult education centres and training providers We re a registered educational charity and a company limited by guarantee Our charitable aim is to promote and advance the education and training of young persons and adults Customer Service the NCFE way NCFE is passionate about providing exce
3. your staff development programme and records of training undertaken such as CPD records 4 5 Physical resources appropriate to the programme are provided Explanation Relevant physical resources required to run your course can be found in the our Qualification Specifications It may also be useful to create a list of standard teaching materials used to deliver a course Evidence to meet this point could include a tour of your centre s facilities Web www ncfe org uk Email info ncfe org uk Tel 0191 239 8000 nefe NCFE User Guide to Visit Reports A User Guide to the NCFE Visit Reports Monitoring the Assessment Process External Moderator Report NQF Qualifications Only Where Service Matters hx C e Section 5 Monitoring the Assessment Process There is a planned programme of delivery and assessment methods available for the programme which meets NCFE guidelines Suitable arrangements have been made to ensure adequate liaison consistency and standardisation with all satellite outreach centres Assessment is internally moderated and each unit element of internally moderated evidence is named signed and dated by the Internal Moderator Assessment records show accurate assessment tracking progress and achievement Each piece of individual candidate evidence is clearly identified as being attributable to that candidate Each unit of assessed evidence is named signed and dated by the Assessor Sample
4. Evidence to meet this element will be seen throughout the visit by your EM EV nefe NCFE User Guide to Visit Reports Sampled Candidates their sample based on the number of candidates Assessors and IM IVs on the course During the visit you ll discuss the evidence used in the portfolios This area of the report is very straightforward This section will be populated with candidates from the sample list Your EM EV will choose their sample and let you know the details before the visit EM EVs will choose External Moderator Report NQF Qualifications Only Where Service Matters WN C e Section 7 Sampled Candidates Batch Session Status Candidate Assessor IM Sources Action No Name Initials Initials of Evidence Required Status Codes N New M Mid F Final L Left Key to Evidence Source Codes 1 Natural Performance 2 Simulations 3 Project Assignment 4 Questions Oral Written 5 Candidate Report 6 Peer Report 7 Prior Achievement 8 Witness Statement 9 Other Reliability of Assessment A Assessment is as expected and fully consistent No remedial action required by Centre B Discrepancies are within tolerance Remedial action to be put in place for next session C Discrepancies are outside the tolerance centre must re assess all portfolios and NCFE will request a new sample to ensure action has been taken D Assessment is very inaccurate and or inco
5. dates agree with dates in the centre record named signed and dated Assessment decisions are in accordance with national standards as outlined in the Qualification Specification via learning outcomes Did the learner receive written feedback after assessment There are adequate procedures to ensure secure and safe storage and delivery of external assessment materials There are suitable arrangements to administer external assessments in line with NCFE s conduct of external assessment guidelines Adequate procedures exist to ensure secure and safe storage of current and completed candidate assessment records Representative samples of candidate work should be made available to NCFE if requested If present could the candidates confirm that the following had been explained 5 14 The requirements of the programme 5 15 The relationship between the evidence and the learning outcomes 5 16 Did they receive feedback after assessment Copyright 2008 NCFE All right reserved This document was generated via NCFE Report Writer on 31 10 2008 and therefore signatures are not required by the author L The NCFE Report Writer is a secure electronic application which can only be assessed by your NCFE Moderator Verifier This disclaimer has been generated by the External Quality Assurance Team at NCFE Web www ncfe org uk Email info ncfe org uk Tel 0191 239 8000
6. nee NCFE User Guide to Visit Reports 5 1 There is a planned programme of delivery and assessment methods available for the programme which meets NCFE guidelines Explanation Our Qualification Specification details the requirement for assessment internal and external moderation verification for your course As you d expect delivery and assessment of the course must be in line with our Qualification Specification and an example of course planning needs to be presented to your EM EV during a visit Evidence to meet this point should include a planned programme of delivery such as a scheme of work lesson plans assessment plans and IM IV sampling plans etc Details of any specialist materials used could be highlighted In addition IV sampling plans should be available 5 2 Suitable arrangements have been made to ensure adequate liaison consistency and standardisation with all satellite outreach centres Explanation It s essential that all staff have the chance to meet and discuss information related to the course Standardisation meetings are really important and should take place throughout the year The purpose of standardisation is to maintain consistency in the assessment practice and this can be achieved through sharing of candidate evidence exchanging teaching practices and agreement on assessment practices to be used Evidence to meet this point could include meeting agendas minutes and records of attendance 5 3 A
7. of staff CVs certificates and CPD records nee NCFE User Guide to Visit Reports 4 3 Internal moderators are occupationally competent Explanation The IM IV must have sufficient skills to moderate verify Assessors decisions sample candidate evidence and ensure consistency and fairness in the assessment decisions An IM IV is also responsible for supporting Assessors by offering advice and guidance and these skills need to be demonstrated to the EM EV during a visit It s worth remembering that we also offer Assessor and Internal Moderator training for centre staff Details can be found at www ncfe org uk You re advised to book early as these courses are very popular Evidence to meet this point should include copies of staff CVs certificates and CPD records along with IM IV feedback to Assessor 4 4 There is appropriate staff development provision for the Programme Explanation All staff involved with the course should be given access to training to enable them to maintain and update their skills as required in the NCFE Qualification Specification We don t specify amounts of time spent on staff development but any updates affecting your course should be accommodated as they take place Staff development can also include keeping up to date with changes which are Government driven and are highlighted on a range of websites Sharing of good practice is also recommended Evidence to meet this point should include a copy of
8. printing Web www ncfe org uk Email info ncfe org uk Tel 0191 239 8000 ONLINE ASSESSMENT Saving you time Saving you money Making your life easier Go on find out more a gt British Quality FOUNDATION Member
9. the author The NCFE Report Writer is a secure electronic application which can only be assessed by your NCFE Moderator Verifier This disclaimer has been generated by the External Quality Assurance Team at NCFE Web www ncfe org uk Email info ncfe org uk Tel 0191 239 8000 nefe NCFE User Guide to Visit Reports Additional Information Sheet During the visit your EM EV will make notes on areas of good practice You ll find this section full of supportive feedback on your course delivery and examples of good practice seen during the visit You re encouraged to talk through any issues you have and to utilise the experience of the EM EV We hope you find this document useful and that you External Moderator Report NQF Qualifications Only feel more confident in working through the visit report If you have any more queries NCFE can arrange a separate introductory visit designed to your specific needs Please note an extra cost may be incurred Good luck with your visits and if you have any feedback on this guide please let us know Call 0191 239 8000 email info ncfe org uk or visit our website www ncfe org uk Where Service Matters hs rd e Section 11 Additional Information Sheet Give details of good practice being demonstrated by the centres Course organisation management Assessment methods Internal Moderation Any additional comments Copyright 2008 NCFE All right reserve
10. Above average modifications suggested 3 Partially meets requirements action required 4 Unsatisfactory immediate action required 5 Not applicable Web www ncfe org uk Email info ncfe org uk Tel 0191 239 8000 It s important to remember that each element is graded and not the overall report this is to prevent a situation whereby one or 2 lower graded sections could bring an overall grade down At NCFE we want our processes to be clear to customers so here you ll find out what is required to achieve grade ones and DCS The statements within the report sections identify the systems evidence that need to be in place to successfully administer the assessment and moderation requirements of an NCFE qualification If your report has grades of below one then section 9 of the report will offer an explanation followed by either an Action Point or a Suggestion Direct Claim Status DCS As your centre progresses your reports are likely to require less action To encourage best practice NCFE offers a reward system called Direct Claim Status DCS DCS is achieved after a centre has received 2 consecutive reports for a qualification which has grades of ones and 2s and no outstanding action points Centres who achieve DCS will receive confirmation from us meaning you can then claim candidate certificates without the EM EV s signature The Report Sections in Detail Over the following pages we ll take a look at each report section a
11. Policy for guidance which is available for download from www ncfe org uk Evidence to meet this point could include a copy of your Appeals Policy or an NCFE document which can either be printed or PC based 3 7 An Equal Opportunities Access Policy is available to all candidates Explanation As with the Appeals Policy the Equal Opportunities information is generally held together and it should be shared with candidates during an induction Senior managers should ensure that all staff and candidates are given information describing the Equal Opportunities amp Appeals Policies for each course NCFE provides an Equal Opportunities Policy which is available to download from www ncfe org uk Evidence to meet this point is much the same as for 3 6 3 8 The implementation of Equal Opportunities Access Appeals Policy is reviewed and there is evidence to support this Explanation Centres should review their Equal Opportunities amp Appeals policies to ensure that their procedures continue to be consistent with the regulatory criteria of the course and that they re applied properly and fairly in arriving at judgements Evidence to meet this point could include documentation used to implement this procedure and also records of any instances that may have occurred 3 9 The Assessment is mostly 1 at the main site 2 satellite site 3 in the workplace Explanation The centre should inform the EM EV of all locations where th
12. Required By Whom amp When Issue Resources Physical Staff Reference Action Required By Whom amp When Issue Assessment Reference Action Required By Whom amp When Issue Internal Moderation Reference Action Required By Whom amp When Copyright 2008 NCFE All right reserved This document was generated via NCFE Report Writer on 31 10 2008 and therefore signatures are not required by the author The NCFE Report Writer is a secure electronic application which can only be assessed by your NCFE Moderator Verifier This disclaimer has been generated by the External Quality Assurance Team at NCFE Web www ncfe org uk Email info ncfe org uk Tel 0191 239 8000 nefe NCFE User Guide to Visit Reports A User Guide to the NCFE Visit Reports Action by External Moderator NCFE This area of the report is designed to pass information onto NCFE head office Your EM EV will also record whether you may continue to deliver the course External Moderator Report NQF Qualifications Only Where Service Matters A C e Section 10 Action By External Moderator NCFE Action Required By When External Moderator Head Office May the centre continue to offer this programme Yes No Copyright 2008 NCFE All right reserved This document was generated via NCFE Report Writer on 31 10 2008 and therefore signatures are not required by
13. Where Service Matters WN e For Information Sections 3 6 are to be graded using the 5 point scale described below The statements identify the systems evidence centres have in place for the delivery assessment and moderation of this qualification Any actions identified will be highlighted in Section 9 of the report 1 Excellent no action required 4 Unsatisfactory immediate action required 2 Above Average modifications suggested 5 Not applicable 3 Partially meets requirements action required Section 3 Management Systems There is active senior management support for this programme There is an effective communication system between all levels of staff and in all directions including satellites placements and peripatetic staff Staff responsibilities and authority are clearly defined in relation to the programme being delivered Time is allocated for regular team meetings for all staff involved in the teaching assessment and internal moderation of the programme Adequate induction information is available for new staff members The implementation of Equal Opportunities Access Appeals Policy is reviewed and there is evidence to support this This Assessment is mostly 1 at the main site 2 satellite site 3 in the workplace The internal moderator s are mostly 1 based at the main site 2 satellite site Copyright 2008 NCFE All right reserve
14. ce to meet this point could be demonstrated to the EM EV by viewing the storage facilities within the examination centre nee NCFE User Guide to Visit Reports 5 11 There are suitable arrangements to administer external assessments in line with our Regulations for the Conduct of External Assessment guidelines Explanation Regulations for the Conduct of External Assessment should be made available to all staff involved in external assessment Evidence to meet this point could be demonstrating the system used within a centre to your EM EV 5 12 Adequate procedures exist to ensure secure and safe storage of current and completed candidate assessment records Explanation Assessors are advised to hold a central record of candidate achievement for presentation to the EM EV Centres should provide and advise centres of secure storage facilities Evidence to meet this point could include demonstrating the system to your EM EV 5 13 Representative samples of candidate work should be made available to NCFE if requested Explanation A representative list of your registered candidates showing the names of their Assessor and IM IV should be sent to the EM EV prior to a visit Your EM EV will use this list to select their sample You should advise your EM EV of any withdrawn candidates before the visit Over time your EM EV will look at a sample of candidate evidence from each Assessor and IM IV working on your course to ensure cons
15. d This document was generated via NCFE Report Writer on 31 10 2008 and therefore signatures are not required by the author The NCFE Report Writer is a secure electronic application which can only be assessed by your NCFE Moderator Verifier This disclaimer has been generated by the External Quality Assurance Team at NCFE Web www ncfe org uk Email info ncfe org uk Tel 0191 239 8000 nefe NCFE User Guide to Visit Reports Notes Web www ncfe org uk Email info ncfe org uk Tel 0191 239 8000 nefe NCFE User Guide to Visit Reports Web www ncfe org uk Email info ncfe org uk Tel 0191 239 8000 nefe NCFE User Guide to Visit Reports Notes Web www ncfe org uk Email info ncfe org uk Tel 0191 239 8000 nee NCFE User Guide to Visit Reports Contact Us NCFE Citygate St James Boulevard Newcastle upon Tyne NE1 4JE Tel 0191 239 8000 Fax 0191 239 8001 Email info ncfe org uk Website www ncfe org uk NCFE is a registered charity Registered Charity No 1034808 and a company limited by guarantee Company No 2896700 All the material in this publication is copyright January 2010 All information contained in this publication is correct at the time of
16. d This document was generated via NCFE Report Writer on 31 10 2008 and therefore signatures are not required by the author The NCFE Report Writer is a secure electronic application which can only be assessed by your NCFE Moderator Verifier This disclaimer has been generated by the External Quality Assurance Team at NCFE Web www ncfe org uk Email info ncfe org uk Tel 0191 239 8000 nee NCFE User Guide to Visit Reports A User Guide to the NCFE Visit Reports Management Systems continued 3 1 There is active senior management support for this programme Explanation You re being asked to demonstrate that the NCFE course is supported by senior managers within your centre It s important that senior management fully support the course and they re able to offer help to those involved in the assessment of the programme Senior management should have copies of the course specification which can be found on our website www ncfe org uk Evidence to meet this point could include written confirmation of support from senior managers to run the programme and a copy of your curriculum development plans Other evidence could include policy documents highlighting who s responsible for management of the assessment and internal quality assurance related to the course 3 2 There is an effective communication system between all levels of staff and in all directions including satellites placements and peripatetic staff Explanati
17. e course is being delivered to ensure they select a suitable sample of candidate evidence Your EM EV will need to see evidence of a consistent approach to course delivery at all centres involved They ll pick a sample of registered candidates from a variety of locations where the course is being delivered Evidence to meet this point could include details of addresses staffing and contact details for reference It may also be the case that over time the EM EV will wish to visit all centres where the course is delivered 3 10 The Internal Moderator s are mostly 1 based at the main site 2 satellite site Explanation The EM EV will need to select a sample across all IM IVs to ensure consistency they need to know where the IM IVs work so they can select their sample before the visit Evidence to meet this point could include course location details and up to date names of all IM IVs involved with the course Web www ncfe org uk Email info ncfe org uk Tel 0191 239 8000 nefe NCFE User Guide to Visit Reports A User Guide to the NCFE Visit Reports Resources External Moderator Report NQF Qualifications Only Section 4 Resources Staff Physical Where Service Matters h rd e The programme is adequately staffed Assessors are occupationally competent Internal Moderators are occupationally competent There is appropriate staff development provision for the programme Physical resources ap
18. essed evidence is named signed and dated by the Assessor Explanation All assessment decisions should be signed and dated when work has been assessed This shows a clear audit trail of progression and avoids end loaded assessment The Assessors should agree dates with their IM IV for when the different types of assessment will take place this will show that course planning has been integrated into the delivery It s also good practice for Assessors to include constructive written feedback to the candidate throughout the course to aid the learning process and provide support to the candidates Evidence to meet this point is as 5 5 5 7 Sample dates agree with dates in the centre record named signed and dated Explanation This point relates to the centre sampling plan ie has the actual sampling followed the plan and been named signed and dated A matrix tracking system needs to be introduced to allow for the recording of planned and actual activities related to the IM IV process An example of a sampling plan may be downloaded from our website Evidence to meet this point could include a spreadsheet which is held in the course file Web www ncfe org uk Email info ncfe org uk Tel 0191 239 8000 5 8 Assessment decisions are in accordance with national standards as outlined in the Qualification Specification via learning outcomes Explanation It s important that all Assessors base their assessment decisions on
19. gistered by your During a visit you should inform your EM EV of any centre You may need to check this information with changes required such as names and telephone numbers your EM EV before or during the visit which they ll pass on to NCFE Your EM EV won t be able Web www ncfe org uk Email info ncfe org uk Tel 0191 239 8000 nefe NCFE User Guide to Visit Reports A User Guide to the NCFE Visit Reports Previous Action Points External Moderator Report NQF Qualifications Only Where Service Matters A C e Section 2 Previous Action Plan Has the centre carried out the actions agreed with the External Moderator regarding Fully Some No Action No action Actioned Actions still has been required from outstanding taken previous plan Management Systems amp Administrative Arrangements including Equal Opportunities Appeals and Access to Assessment Policies and Procedures Resources Physical Staff Assessment Internal Moderation O Copyright 2008 NCFE AII right reserved This document was generated via NCFE Report Writer on 31 10 2008 and therefore signatures are not required by the author The NCFE Report Writer is a secure electronic application which can only be assessed by your NCFE Moderator Verifier This disclaimer has been generated by the External Quality Assurance Team at NCFE If this is your first report No Action Required will be evidence gathered between report
20. hat they re sufficiently competent to assess the course Evidence to meet this element could include copies of your staff development policy and evidence of its implementation It may also be relevant to show copies of staff CPD records Organisational charts are also useful in explaining the various departmental roles 3 4 Time is allocated for regular team meetings for all staff involved in the teaching assessment and Internal Moderation Verification of the programme Explanation The main aim of team meetings is to promote good practice within your team and to ensure you have a standardised approach to assessment and Internal Moderation Verification of candidates evidence which is consistent with the assessment criteria set for each course If it s difficult to hold regular team meetings evidence should be collected to demonstrate that standardisation is taking place and relevant information is being shared with all staff involved with the programme Evidence to meet this point could include minutes of team meetings or evidence that standardisation meetings have taken place Remember that the process of standardisation can be explained in more depth during the NCFE Assessor and IM training If you feel unsure about this area you can also seek advice from your EM EV nee NCFE User Guide to Visit Reports 3 5 Adequate induction information is available for new staff members Explanation All staff associated with the cour
21. int will include records of standardisation meetings and IM IV feedback to Assessors A sample feedback record to Assessors is available to download from our website 6 5 Assessors have been assisted with arrangements for candidates with special assessment requirements where applicable Explanation Candidates with special needs may benefit from extra tuition A basic skills test will help to ensure candidates are registered on the correct level of their course Evidence to meet this point will include details of the curriculum offered and the support programme 6 6 Assessors have been assisted in resolving disputes and appeals where applicable Explanation See the NCFE guidance document NCFE Appeals and Enquiries about Results for assistance Evidence to meet this point will include copies of your centre records 6 7 There are adequate opportunities for Assessors and other team Explanation Standardisation meetings should take place throughout the course to ensure consistency in delivery You ll need to record minutes from these meetings Evidence to meet this point will include records of meetings 6 8 Assessors are provided with relevant support to achieve consistency in assessments and are given accurate advice on the use of different types of evidence Explanation The IM IV should identify good practice and share it with Assessors to ensure consistency in assessment The IM IV must provide support and feedback
22. istency in approach Evidence to meet this point could include a spreadsheet with a column for the candidates the Assessors and their IM IV It s best practice to forward a copy of your records to your EM EV before the visit so they can send you a list candidates to be viewed during the visit Questions to candidates 5 14 The requirements of the programme Explanation Some candidates may be available to talk to your EM EV during a visit It s imperative that all candidates are given information about their course and are shown how to track evidence in their portfolios This could be through using the NCFE Candidate Learning Log or their own log book Evidence to meet this point will come from discussions between your candidates and your EM EV It isn t essential that your EM EV meets all of your candidates during the visit You can agree the numbers with your EM EV prior to the visit 5 15 The relationship between the evidence and the learning outcomes Explanation Assessors and IM IVs must be satisfied that candidates have understood and achieved all learning outcomes before deciding whether a candidate has been successful The learning outcomes should be explained throughout the course so each candidate is aware of what is required to pass the course Evidence to meet this point will be the same as 5 14 5 16 Did they receive feedback after assessment Explanation Assessors are responsible for supporting candidates through
23. light best practice or areas for improvement This should be given for various stages of the assessment process In all cases feedback to the Assessors must be given Evidence to meet this point will include records of standardisation meetings and feedback to Assessors Web www ncfe org uk Email info ncfe org uk Tel 0191 239 8000 6 12 Up to date records showing judgments of evidence assessment decisions and candidate records have been maintained Explanation A system of recording candidate progress and achievement should be in place and there should be a clear audit trail to track candidate progress over time You may find it useful to download the templates in connection with IM IV sampling from our website Evidence to meet this point will be seen within section 5 and within the course file 6 13 Adequate time has been allocated to carry out internal moderation duties Explanation The IM IV process must be carried out throughout the course and not at the end only We don t state an amount of time to be spent on this however the EM EV will need to see evidence of the process Evidence to meet this point will be seen in the IM IV records 6 14 The centre meets programme requirements for candidate attendance as appropriate Explanation Please see the NCFE Qualification Specification for details Your EM EV will assess the suitability of a centre s teaching environment using the course requirements for guidance
24. nd investigate just what the EM EV is asking you to do nefe NCFE User Guide to Visit Reports Centre Details External Moderator Report NQF Qualifications Only Where Service Matters A C e Section 1 Centre Details NCFE Contacts Centre Number Centre Support Assistant Centre Name Name Centre Address Email Telephone Head of Centre Business Development Manager Email Address Name Telephone Number Email Telephone Qualification Contact Email Address Business Development Officer Telephone Number Name Email Qualification Code Telephone Qualification Name External Moderator Visit Name Visit Date Email Visit Duration Telephone Session Batches O Copyright 2008 NCFE AII right reserved This document was generated via NCFE Report Writer on 31 10 2008 and therefore signatures are not required by the author The NCFE Report Writer is a secure electronic application which can only be assessed by your NCFE Moderator Verifier This disclaimer has been generated by the External Quality Assurance Team at NCFE Page one of the report provides details of NCFE staff who to make changes directly themselves this is done by can offer advice and guidance on your course You ll also staff at Head Office fing Ihe contaci details of your EM EV here This section also shows all batches re
25. nsistent Centre must carry out required remedial action and pay for an extra visit by the External Moderator No Candidate Sample Data O Copyright 2008 NCFE All right reserved This document was generated via NCFE Report Writer on 31 10 2008 and therefore signatures are not required by the author The NCFE Report Writer is a secure electronic application which can only be assessed by your NCFE Moderator Verifier This disclaimer has been generated by the External Quality Assurance Team at NCFE Web www ncfe org uk Email info ncfe org uk Tel 0191 239 8000 nefe NCFE User Guide to Visit Reports A User Guide to the NCFE Visit Reports Feedback to Centres sections through discussion with your EM EV The information here is to support you throughout the course so please contact your EM EV for advice or to discuss this During the visit your EM EV will gather evidence for the paragraphs in section 8 You can contribute to these External Moderator Report NQF Qualifications Only Where Service Matters A C e Section 8 Feedback to Centre Identify any learning outcomes which are being misinterpreted Comment on the quality and accuracy of feedback given by Assessors to Candidates Comment on the quality accuracy and frequency of feedback given by Internal Moderators to Assessors Copyright 2008 NCFE All right reserved This document was generated via NCFE Report Writer on 31 10 2008 and theref
26. on Evidence of staff meetings and the use of email are forms of effective communication systems If it s difficult to bring staff together because they cover a wide geographical area minutes of meetings should be shared and kept for review It s good practice to share all EM EV reports with all Internal Moderators and Assessors associated with the programme If this doesn t happen staff may develop different ways of working and candidates could be disadvantaged through differing levels of assessment Evidence to meet this point could include a record of emails feedback offered by remote staff and completed course questionnaires covering specific problem areas rather than a blanket approach seen in the general design of a questionnaire Any changes to course delivery need to be shared with all involved and recorded as being received Web www ncfe org uk Email info ncfe org uk Tel 0191 239 8000 3 3 Staff responsibilities and authority are clearly defined in relation to the programme being delivered Explanation All staff involved in the internal moderation and assessment process must be familiar with the learning outcomes stated in our Qualification Specifications Staff allocated to the course delivery should understand their role in the assessment process The management role includes acting as the quality assurance link in the assessment process by making sure that appropriate staff are allocated to the programme and t
27. ore signatures are not required by the author M The NCFE Report Writer is a secure electronic application which can only be assessed by your NCFE Moderator Verifier This disclaimer has been generated by the External Quality Assurance Team at NCFE Web www ncfe org uk Email info ncfe org uk Tel 0191 239 8000 nefe NCFE User Guide to Visit Reports Action Plan for Centre suggestion to improve an area The difference between Titssectanwill ba popula ed wit anvare ofthe the 2 is that a Suggestion doesn t have to be completed H report that has a score of 2 3 or 4 If there are any bitan Acton ass areas for improvement you ll receive an Action Point Your EM EV should explain what will appear in this or a Suggestion and a description of what should be section before they leave your centre Please ask about done before the next visit any areas you re unsure of during the visit and when you receive your report Remember that the EM EV is there An Action Point will explain exactly what you need to do to offer help and guidance throughout the process and will have an owner and a timescale You might get a External Moderator Report NOF Qualifications Only Where Service Matters WN e Section 9 Action Plan for Centre Issue Management Systems amp Administrative Reference Arrangements including Equal Opportunities Appeals and Access to Assessment Policies and Procedures Action
28. out the assessment process therefore annotated feedback needs to follow each piece of evidence produced Feedback is vital for candidates to develop and your EM EV will look for evidence of this during a visit Evidence to meet this point will be the same as 5 14 Web www ncfe org uk Email info ncfe org uk Tel 0191 239 8000 nefe NCFE User Guide to Visit Reports A User Guide to the NCFE Visit Reports Internal Moderator or Internal Verification External Moderator Report NQF Qualifications Only Where Service Matters hx C e Section 6 Internal Moderation Individuals are eligible to practise as Assessors in accordance with NCFE guidelines Please refer to NCFE s Occupational Competence Guidelines Assessors have full up to date NCFE documentation Allocation of Assessor responsibilities is clear and meets the needs of candidates and Assessors Assessors have been provided with accurate advice and support to enable them to identify and meet their training and development needs Assessors have been assisted with arrangements for candidates with special assessment requirements where applicable Assessors have been assisted in resolving disputes and appeals where applicable There are adequate opportunities for Assessors and other team members to meet and discuss assessment and quality assurance issues Assessors are provided with relevant support to achieve consistency in assessments and are gi
29. propriate to the programme are provided Copyright 2008 NCFE All right reserved This document was generated via NCFE Report Writer on 31 10 2008 and therefore signatures are not required by the author The NCFE Report Writer is a secure electronic application which can only be assessed by your NCFE Moderator Verifier This disclaimer has been generated by the External Quality Assurance Team at NCFE 4 1 The programme is adequately staffed Explanation There must be enough staff working on the course to enable assessment and internal moderation to take place as highlighted in the NCFE Qualification Specification We don t specify the number of staff however it s essential to have at least one Assessor and one IM IV for the course It is possible to implement a system where Assessors and IM IVs work across courses and take on the different roles required If in doubt consult your EM EV Evidence to meet this point should include copies of staff s CVs and CPD together with copies of relevant certificates Web www ncfe org uk Email info ncfe org uk Tel 0191 239 8000 4 2 Assessors are occupationally competent Explanation This will vary from course to course The details of the occupational competence requirements for your course can be found in our Occupational Competence Guidelines document which you can download from our website www ncfe org uk Evidence to meet this point should include copies
30. ptional customer service and exceeding your expectations We think our approach to customer service makes us different easy to do business with flexible and responsive We rely on your feedback to let us know whether we re providing the right kind of products and service We carry out a number of surveys and focus groups throughout the year but you don t have to wait until then to tell us what you think If you want to give us your thoughts you can email feedback ncfe org uk or just pick up the phone and tell us Web www ncfe org uk Email info ncfe org uk Tel 0191 239 8000 nee NCFE User Guide to Visit Reports Contents Page No Introduction 2 The NCFE Report 2 Direct Claim Status DCS 2 The Report Sections in Detail 2 Section 1 3 Centre Details 3 Section 2 4 Previous Action Points 4 Section 3 5 Management Systems 5 Section 4 8 Resources 8 Section 5 10 Monitoring the Assessment Process 10 Questions to candidates 13 Section 6 14 Internal Moderator or Internal Verification 14 Section 7 17 Sampled Candidates 17 Section 8 18 Feedback to Centres 18 Section 9 19 Action Plan for Centre 19 Section 10 20 Action by External Moderator NCFE 20 Section 11 21 Additional Information Sheet 21 Notes 22 Contact Us 25 Web www ncfe org uk Email info ncfe org uk Tel 0191 239 8000 nee NCFE User Guide to Visit Reports Introduction At NCFE we want to ensure that our centres feel suppo
31. rted and confident when running our qualifications We ve put this guide together to offer an explanation of each of the main sections of the visit report We want to help you as much as possible and we want you to use any recommended Action Points or Suggestions in your reports to help you achieve Direct Claim Status DCS NCFE visit reports are the same for each course Reports do differ slightly for subjects such as Key Skills and NVQs but their requirements are basically the same We want all our centres to progress as much as possible and gain DCS DCS can be used as a celebration of all the hard work put into making the course a well balanced learning experience for your candidates We re keen to see you succeed as a centre so sit back relax and let us unravel the NCFE report The NCFE Report NCFE visit reports are divided into sections and include the following Centre Details Previous Action Points Management Systems Resources Monitoring the Assessment Process Internal Moderator or Internal Verifier Sampled Candidates Feedback to Centres Action Plan for Centre Action by External Moderator Verifier NCFE Additional Information Sheet Within some sections the main subject areas are sub divided into elements such as 3 1 3 2 etc these are graded using our 5 point scale Your External Moderator Verifier EM EV will assess each point and grade it The NCFE grades used are 1 Excellent no action required 2
32. s This section isn t marked in the report columns After a few visits this graded and it invites you to present evidence which section could form the starting point of discussions with you feel meets the requirements of previously set your EM EV and it ll be an opportunity to present any Action Points or Suggestions Web www ncfe org uk Email info ncfe org uk Tel 0191 239 8000 nefe NCFE User Guide to Visit Reports Management Systems Centres often set up a course file for each of the NCFE courses offered A course file is an opportunity to store all course related documents together so they re available to all staff involved in your course A central filing system will help organise your course and enhance the presentation of information during your visits Your EM EV will be able to offer advice on the typical content of a course file should you need help This is the first graded section of the report Below you ll find the statements used in the report followed by an Explanation These explanations detail what the EM EV is looking for Each explanation has an example of evidence which could be used to meet either the Action Point or Suggestion but remember there is more than one way to achieve a successful outcome so talk to your EM EV about how you can move forward Overleaf we ll be taking a more detailed look at the graded sections External Moderator Report NOF Qualifications Only
33. se need to be familiar with the programme and the NCFE Qualification Specification It s good practice to hold an induction session for all Assessors and IM Vs involved and it s also good practice to ensure that all staff are given a copy of the NCFE Qualification Specification before they become involved in the course Staff new to a portfolio style of learning and assessment could be supported by more experienced staff or by attending the NCFE Assessor and Internal Moderator training course which is held throughout the year Go to the events section of our website www ncfe org uk events to find out more and to find out details of our training dates Evidence to meet this point could include minutes of staff meetings and an attendance record For new staff joining the programme an individual meeting should take place as soon as possible and a record should be kept of the information shared Remember that the IM IV needs to take responsibility for their Assessors and offer support when needed 3 6 An appeals procedure is available to all candidates Explanation Your course file should contain a copy of the current Appeals Policy used in your centre together with a description of how the process can be implemented All staff and candidates must be given information describing the appeals procedure for the course Centres are encouraged to develop their own appeals policy However in the beginning you may wish to look at the NCFE Appeals
34. site Staff don t always need to be qualified Assessors they only need experience in the subject area Evidence to meet this point will include staff CVs qualifications and records of training attended 6 2 Assessors have full up to date NCFE documentation Explanation The IM IV should ensure that all staff involved in the assessment process have the correct NCFE documentation Copies of relevant publications can be found on our website www ncfe org uk This is important to ensure a standardised approach to course delivery and assessment Evidence to meet this point will include records of induction meetings with staff 6 3 Allocation of Assessor responsibilities is clear and meets the needs of candidates and Assessors Explanation A centre must show that all assessors and IM IVs fully understand their roles and requirements of the course Evidence to meet this point will include copies of job descriptions 6 4 Assessors have been provided with accurate advice and support to enable them to identify and meet their training and development needs Explanation IM IVs must support the Assessor as this forms part of the centre quality assurance process The IM IVs feedback should help the Assessor identify any areas of improvement in their assessment process The IM IV acts as the centre s internal quality assurance person NCFE offers IM IV and Assessor training see our website for more details Evidence to meet this po
35. ssessment is internally moderated and each unit element of internally moderated evidence is named signed and dated by the Internal Moderator Explanation Details of the assessment internal and external moderation can be found in the NCFE Qualification Specifications Your EM V will be looking for evidence of summative unit feedback A clear assessment decision should be available for each unit A clear marking method is needed and Assessors can annotate work if they wish to support the learner this would be formative assessment and they could then give their summative feedback at the end of the unit The Assessor and the candidate don t need to sign every piece of evidence in the portfolio they could create a declaration to go in the front of the portfolio to ensure authenticity Evidence to meet this point could include a record of staff signatures assessment records and written feedback given by the IM IV to the Assessors It should be clear which comments are the Assessors this is where different colours may be useful You can get example tracking documents from your EM EV and or from www ncfe org uk under the download link 5 4 Assessment records show accurate assessment tracking progress and achievement Explanation A system for tracking candidate completion dates should be in place and kept up to date This could be a spreadsheet recording all Assessors and candidates on your course Candidates must be encouraged to
36. the same Qualification Specification Standardisation meetings will highlight discrepancies in assessment decisions and should be a regular part of course management Evidence to meet this point could be demonstrated during conversations with the assessment team 5 9 Did the learner receive written feedback after assessment Explanation The External Moderator will need to see that marking has taken place Even a simple tick can show the work has at least been read If no annotations are made then generally the summative feedback should be more detailed Positive and constructive feedback should be given to each candidate as the course progresses It should contain enough detail to allow a candidate to formulate a response and you should be aware that both verbal and written feedback must be given to candidates Assessors should check with candidates that they re happy to receive written feedback directly on their evidence and if not a separate feedback sheet could be used A sample is available for download from the NCFE website or from your EM EV Evidence to meet this point will be demonstrated to the EM EV by copies of feedback sheets 5 10 There are adequate procedures to ensure secure and safe storage and delivery of external assessment materials Explanation Our publication Regulations for the Conduct of External Assessment should be made available to all staff involved in the external assessment of courses Eviden
37. to Assessors as part of the centre s quality control process Evidence to meet this point will include records of standardisation meetings and feedback to Assessors Web www ncfe org uk Email info ncfe org uk Tel 0191 239 8000 nee NCFE User Guide to Visit Reports A User Guide to the NCFE Visit Reports Internal Moderator or Internal Verification continued 6 9 Sampled judgments of evidence and assessment decisions are regularly checked against the national standards Explanation All staff involved with the programme must be familiar with the NCFE Qualification Specification The IM IV should use a sampling plan as the course progresses and not just at the end of the course An example sampling plan can be downloaded from our website Evidence to meet this point will include records of standardisation meetings 6 10 Assessors have been provided with clear and constructive feedback on judgments of evidence assessment decisions and record keeping methods Explanation The IM IV feedback must offer constructive support to the Assessors Assessors should be given written feedback and ongoing support You may find it useful to download the templates in connection with IM IV sampling from our website Evidence to meet this point will include records of standardisation meetings 6 11 Assessors are given clear explanations of any identified needs for improving assessment practices Explanation IM IVs need to high
38. ven accurate advice on the use of different types of evidence Sampled judgments of evidence and assessment decisions are regularly checked against the national standards Assessors have been provided with clear and constructive feedback on judgments of evidence assessment decisions and record keeping methods Assessors are given clear explanations of any identified needs for improving assessment practices Up to date records showing judgments of evidence assessment decisions and candidate records have been maintained Adequate time has been allocated to carry out internal moderation duties The centre meets programme requirements for candidate attendance as appropriate Copyright 2008 NCFE All right reserved This document was generated via NCFE Report Writer on 31 10 2008 and therefore signatures are not required by the author The NCFE Report Writer is a secure electronic application which can only be assessed by your NCFE Moderator Verifier This disclaimer has been generated by the External Quality Assurance Team at NCFE Web www ncfe org uk Email info ncfe org uk Tel 0191 239 8000 nee NCFE User Guide to Visit Reports 6 1 Individuals are eligible to practise as Assessors in accordance with NCFE guidelines Please refer to the NCFE Occupational Competence Guidelines Explanation For guidance please see the NCFE Occupational Competence Guidelines available from the NCFE web

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