International Training Provider Administration Audit

Transcription

1 International Training Provider Administration Audit Name and Address of Training Provider: Rigmarine Holdings ZVC Salyan Highway 22, Garadagh Logistics Centre, Baku, Azerbaijan Tel: (994 12) , , Fax: (994 12) Training Provider Contact: Aleksey Yarkovoy - Training Manager Rigmarine Aleksey.y@rigmarine.com Tel:

2 Date of visit: 20 th December 2016 Review carried out by: Jason Riley Nature of accreditation review visit: Please select as appropriate Technical Training Technical Tests ECITB IHSP (Foundation/Advanced/Supervisor) Apprenticeships This document provides a pro forma for auditors to use when carrying out audits Comments by Auditor BACKGROUND Have there been any critical changes to the provider and/or its business circumstances since the last review? No critical changes or changes in business circumstances since the last audit in August Two actions from previous audit have been completed and closed out. This audit relates to the delivery of ECITB Appointed Person technical training Rigging technical tests/ice and IHSP from Aug December 2016.

3 Comments by Auditor INDUCTION Does the programme of induction provided by the training provider cover adequately, the following: Safety induction programme is delivered to all delegates attending training at the Rigmarine facility and is kept in the reception area. Health, safety and welfare Employment Rights and Responsibilities (where applicable) Programme/Test content and aims Rigmarine induction cover all aspects of Health, Safety and Welfare for all candidates attending ECITB IHSP technical training/tests and are standard slides from the IHSP and technical test course material. Evidence of the induction programme was seen on reception all delegates sign to confirm they have been inducted. Equality and diversity Attendance and behavioural standards Program aims are clearly covered with the induction slides of IHSP/technical traing/tests. Attendance is monitored through attendance registers on reception and course attendance sheets are kept in files in the Rigmarine administration office in Baku, Azerbaijan. All 2016 attendance registers from August December were seen during the audit, All attendance sheets are kept with all other course documentation. Behavioural standards are covered within Induction to all candidates. DESIGNATED TRAINING/TEST AREA Do the training facilities - to adequately replicate a site environment, have the following as a minimum? Access to catering An adequate number of clean and functioning toilets Disabled access The classroom and practical facilities at the Rigmarine training centre in Baku are more than adequate and of an excellent standard for the delivery of the rigging training/testing and IHSP. On-site canteen facilities used for lunch and refreshments during course delivery, wide variety of food available from outside caters. Adequate number of clean ladies and gents toilets, good welfare facilities. Disabled access

4 Comments by Auditor HEALTH, SAFETY & WELFARE Does the provider have adequate health, safety and welfare provision (Workplace Health & Safety and Welfare Regulations 1992)? The H&S provision within Rigmarine is excellent and evident in all areas of the training centre. Policies, regulations and safety signage are available and displayed both in practical workshop and offices. Declaration of Health forms are also used for each delegate attending a training course. INSURANCE COVERAGE Is there evidence of current insurance coverage, to include as a minimum: Professional Indemnity Yes all insurance cover in place. Employer s Liability (where appropriate) Public Liability LECTURES/TRADE TALKS Are lectures and trade talks using appropriate AV aids given to ensure coverage of underpinning knowledge? No delivery observed during this audit visit, first annual audit of 2017 must be an observation audit. TRAINING PROGRAMMES and TECHNICAL TESTS Is the provider delivering the training programme in accordance with the appropriate programme criteria? If not, comment on the materials compliance with the programme requirements? Are the training or test materials the current version? Is there evidence that all relevant staff is made aware of the training/test materials? Is relevant information pertaining to the programme or test passed promptly to the registered tutor, coach or examiner? Rigmarine have delivered technical training/tests and ICE level 2 & 3 during the audited period all course/test materials that are current and and are being delivered in line with the ECITB standard operating procedures. All Rigmaine approved trainers/examiners have access to training/test materials which is stored in the administration office. Yes all trainers/examiners have the relevant information.

5 Comments by Auditor For IHSP ONLY Has authorisation from ECITB to alter course content or personalise been obtained? Yes Rigmaring have been granted permission to use translated materials for the delivery of IHSP and also use translated administration documentation. TRAINING MATERIALS Are all learners issued with folders containing the appropriate training material? Yes all learners receive copies of presentation slides, candidate handouts practical tests etc. RECORDING OF PROGRESS Is the provider maintaining a record/tracking system to ensure traceability of records? These must include: Assessment Papers Registration Forms Candidate registration forms complete with the record of assessment and any re-sit assessment sheets Practical work completed by the learners Samples of 2016 training courses and technical tests were checked during the administration audit across a range of dates from August 16 Dec 16 delivered at the Rigmarine training centre in Baku, all of the paperwork in relation to training courses and technical test delivery was traceable and sampled during the audit, excellent documentation filing process in place. The courses sampled had completed registration, data consent and evaluation forms (English and Azeri) for all courses delivered in the audit period. For IHSP ONLY Course evaluation/attendance sheets to be retained by the provider for the appropriate timescale Are the above made accessible to the Auditor Auditor to sample? The recognised % pass mark is being implemented consistently across sampled documentation. Course evaluation forms indicate excellent feedback regarding both delivery and facilities which gives me confidence courses are being delivered to a high standard.

6 TRAINING PERSONNEL Is the provider able to supply the Numbers of Registered Tutors/Trainers/Coaches (where applicable) and their Subject Areas. Are ECITB informed of any changes to personnel working on the programme (Tutors, Coaches, Trainers and Administration contacts)? Has the Training Provider undertaken an internal audit for each tutor? Comments by Auditor Rigmarine currently have a number of approved trainers/examiners for IHSP and Rigging/Appointed Persons. All trainers/examiners have gone through the ECITB trainer approval process and have a wealth of knowledge and experience in their subject areas. No direct evidence of any specific internal audits however I would recommend an internal audit system is set-up as delivery increases (in IHSP and Rigging), for current delivery levels the Rigmarine administration and ECITB annual audits is adequate to ensure courses are being delivered to a high quality and in line with the ECITB SOP s TUTORS DELIVERY Evidence of ability to produce training plans and tutor notes. Evidence of named Tutor s/trainer s ability to access and competently use appropriate training aids and resources. An observation of teaching and learning was not able to be completed during the audit as no course delivery was planned, an observation audit must take place during the first annual audit of All delivery materials and presentations are the latest version and all approved trainers have access to the required materials. EFFECTIVENESS OF TUTORS/TRAINERS/COACHES (Ref Course feedback sheets etc) Sampled and Evaluated As above. Course evaluation forms sampled indicate excellent feedback regarding both delivery and facilities. SECURITY Is there evidence that management and administrative support has implemented procedures to ensure: Integrity and security of record storage A record/tracking system All documentation is stored securely in locked filing cabinets in the Rigmarine office in Baku. The ECITB Cert Gen and technical test system is used as a tracking record, this is in addition to all Rigmarine course documentation which is filed in the correct way and stored securely.

7 For IHSP ONLY Security of question papers Integrity of assessment invigilation to all attendees (via delegate s employer) where applicable? EQUAL OPPORTUNITIES Is there any evidence that the provider implements an Equal Opportunities Policy? All question papers stored securely in locked cupboards in the Rigmarine administration office. All test papers sampled indicate tests are being carried out and invigilated in line with ECITB SOP s. Yes support is evident to all candidates. Rigmarine have a company Equal Opportunities policy which is adhered to at all times and during course/test delivery. SUBCONTRACTING ARRANGEMENTS Does the Training Provider have any subcontracting arrangements for training and/or assessment? Are there formal procedures for sub-contracting including: Communication interface; Standards of devolved administration; Standards for delivery; Standards for assessment Is there any evidence of franchising? OTHER NOTABLE CHANGES Have any other significant changes, not already noted above, occurred since the last review? Y N Y N Y N Y N No Sub-contracting or evidence of franchising. No significant changes. PREVIOUS RECOMMENDATIONS/ ACTION PLAN Have the previous recommendations and action plan been implemented? Two actions from previous audit closed out. 1. ECITB to send copy of SOP s 2. ECITB to send logo

8 PROGRAMME SPECIFIC REQUIREMENTS Comments by Auditor TECHNICAL TEST ONLY Are the Candidates registered on the appropriate Technical Test? Is the Examiner using the correct Technical Test paperwork? Have the candidates completed Multi-Choice Question Papers? Are there copies kept of the candidates completed Multi-Choice Question Papers? Have the correct Examiner to candidate ratios been followed? Have the Examiner Results sheets been completed correctly? Has the completed Examiner Results sheets and completed candidate question papers been stored in a secure location? Has the Examiner and Candidate Test instructions paperwork been stored in a secure location? Yes all candidates registered on the appropriate Rigging tests. All correct paperwork for technical testing being used. Yes all candidates completed theory questions on the technical test system prior to completing the practical part of the technical test. Copies of questions available on the ECITB technical test system all candidates successfully achieved 80% or above pass mark. All examiner candidate ratios followed in line with ECITB SOP s. All examiner results sheets completed correctly and filed away in a secure lockable cupboards located in the Rigmarine office in Baku. All test instructions for both examiner and candidate are stored away in a secure location.

9 Comments by Auditor COURSE ADMINISTRATION Is there evidence that the Training Provider displays the ECITB logo on all joining instructions and associated documents? Are course bookings adequately controlled? IHSP ONLY All joining instructions are sent out prior to course being conducted, they are the Rigmarine standard joining instructions and don t include the ECITB logo. Joining instructions include; type of ECITB course, date, venue, PPE requirements and start/finish times. Yes fully controlled by ECITB coordinator at Rigmarine Is the attendance register submitted to ECITB within a reasonable period of time? Yes fully controlled by ECITB coordinator at Rigmarine Are the monthly reports submitted to ECITB within a reasonable period of time? MAXIMUM AND MINIMUM NUMBER OF ATTENDEES PER COURSE Are these within the specified limits? Y N Not applicable as all data is taken from the ECITB Cert Gen and technical test system Attendee numbers on training courses and technical tests were all within the specified limits. COURSE ADMINISTRATION Are there adequate arrangements to inform ECITB: 10 days in advance of all course dates, venue and time? The details of all successful candidates (submitted to IHSP database within 8 days of the end of course)? Records of queries relating to incomplete or incorrect data? - within 10 days Are adequate arrangements in place to ensure that candidates are eligible to attend a national/renewal or supervising course? Y N Rigmarine inform ECITB following the delivery of the course. Yes all candidates uploaded into Cert Gen in the required time specified in the IHSP SOP s. Yes adequate arrangements if necessary. Yes all necessary arrangements in place.

10 RECORDING OF PROGRESS Is the provider maintaining a record/tracking system to ensure traceability of records? These must include: Blank passports Blank passport numbers Photograph of each candidate (name printed on back) Correct application of expiry dates? Copies of Course Data Return Sheets. Y N Y N Y N Y N The ECITB Cert Gen system is used as a tracking record, this is in addition to all Rigmarine course documentation which is filed in the correct way and stored securely. Not applicable Are the above made accessible to the Auditor? Auditor to sample.

11 Comments by Auditor FOR IHSP ONLY Cont d RECORDING OF PROGRESS Cont d Damaged/voided and issue of replacement passports to include: Confirmation from IHSP of original on database Photograph and signature check against original New photograph signed in presence of training provider IHSP informed of change within 5 days Old passports retained by the provider for a reasonable period Y Y Y Y Y N N N N N Not applicable, no replacement IHSP passports issued to date. IHSP TUTORS Have all tutors delivered at least one course for which they are registered within the last year? Yes IHSP approved trainers delivered in the last year. If no, are there arrangements to ensure that tutors attend a course prior to delivering further courses. Y N COURSE ASSESSMENT Are assessments undertaken at the end of each session? Correct assessment pass/fail criteria applied (80% of correct answers for pass)? Correct re-sit criteria applied (One re-sit of one module in a course using different assessment paper to original). Records of assessment re-takes kept after failure of module tests? Assessment records are retained for 4 years from date of assessment? Auditor to sample. Evidence seen during sampling documentation of assessment tests being undertaken at the correct time. Correct pass/fail criteria applied in all sampled documents, resit papers used if required. Yes evidence re-sits criteria in line with ECITB SOP s. Yes evidence seen in sampling. All documentation will be kept for 4 years.

12 JOINING INSTRUCTIONS For IHSP ONLY Do joining instructions inform candidates of the basic requirements for the course including minimum requirement for candidates to have a basic understanding of English, and information on special needs? Yes, translated materials used during delivery to ensure understanding for candidates. ECITB AUDITOR'S FINDINGS OUTCOME OF THE VISIT Technical Training SATISFACTORY NON-SATISFACTORY Technical Tests SATISFACTORY NON-SATISFACTORY IHSP (Foundation/Advanced) SATISFACTORY NON-SATISFACTORY

13 AUDITORS COMMENTS All training courses and technical tests delivered from August November 2016 were checked during the audit all of the required documentation was made readily available and completed correctly the evidence indicates training courses and technical tests are being delivered in line with ECITB SOP s and are being delivered to a very high standard. All relevant course paperwork is stored securely in the Rigmarine administration office in Baku, Azerbaijan. The IHSP training courses, Appointed Persons technical training and technical tests delivered during the audited period adhered to the maximum/minimum number guidelines and trainer/candidate ratio. The pass/fail criteria are being implemented correctly. Rigmarine have excellent training/testing facilities in Baku for both theory and practical aspects of delivery, both theory and practical training facilities were viewed during the annual audit, the facilities are more than adequate for the delivery of ECITB IHSP training and Rigging technical training and technical tests/ice assessments. Rigmarine are a very professional training organisation delivering ECITB IHSP, Appointed Person technical training and Rigging technical tests/ice to a very high standard and in line with the ECITB SOP s. Rigmarine trainers/examiners are experienced and have a wealth of experience in their subject area. Rigmarine are delivering ECITB training and testing to many large clients in the Caspian region. A very successful audit, thank to Aleksey and Esmira for their hospitality and assistance during the audit.

14 PROVIDER ACCREDITATION REVIEW AGREED ACTION PLAN Provider: Rigmarine Holdings ZVC Date. 20 th December 2016 Review Report Section Agreed Action Required Whom Actioned by When 2017 Audit First audit of 2017 must be an observation audit, IHSP or Rigging technical test assessment. Jason Riley/Aleksey/ Esmira April/May 2017 Signed and dated (ECITB Auditor) 20 th December 2016