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CITY OF CORK VEC Contents POLICY TITLE PROCEDURES B1. Communications 1. Communication with Learners 2. Communication with Staff 3. Communication with other stakeholders B2. Equality 1. Equality Training 2. Equality Planning B3. Staff Recruitment & 1. Staff Recruitment and Allocation Development 2. Staff Induction 3. Staff Development B4. Access, Transfer & 1. Information Provision Progression 2. Learner Entry Arrangements 3. Recognition of Prior Learning 4. Facilitating Diversity B5. Programme 1. Need Identification 6. Learner Records Development Delivery & 2. Programme Design 7. Provision and Maintenance of resources Review 3. Programme Approval 8. Health & Safety 4. Programme Planning 9. Review Cycle of existing programmes 5. Programme Delivery B6. Fair & Consistent 1. Coordinated Planning 7. Consistency with national standards Assessment of Learners 2. Information to Learners 8. Feedback to Learners 3. Security 9. Learner Appeals 4. Reasonable Accommodation 10. Return of Certification Data 5. Consistency between assessors 11. Corrective Action 6. Assessment performed by third parties B7. Protection for Learners 1. Cessation of Programme B8. Sub-Contracting / 1. Selection of second provider Procuring Programme 2. Contract arrangements Delivery 3. Reporting arrangements 4. Monitoring arrangements B9. Self Evaluation of 1. Assignment of Responsibility 4. Learner Involvement Programmes & Services 2. Frequency 5. Selection of External Evaluator 3. Range 6. Methodology

Preface 1

CITY OF CORK VEC Preface

This Quality Assurance document describes the policies and procedures that pertain in Services under the jurisdiction of the City of Cork VEC. These Services are the Further Education Service, the Adult Literacy and Community Education Service and the Youthreach and Senior Traveller Training Centre Service. The Policy statements presented are common across all three Services, with the individual Service procedures deriving from these statements being clearly identified throughout the document.

The specific centres referred to and dealt with as part of the Further Education Service of the VEC are:

• Cork College of Commerce • St John’s Central College • Coláiste Stiofáin Naofa • Terrence MacSwiney Community College • Nagle Community College • The Education Service, Cork Prison

Statements within the document refer to all centres. Sections pertaining to this service are identified by

The specific centres referred to and dealt with as part of the Youthreach/ Senior Traveller Training Centre service of the VEC:

• Cork City Learning Support Services • St Finbarr’s Senior Traveller Training Centre • Youthreach Knocknaheeny • Youthreach, The Glen • Youthreach, Dean Street

Statements within the document refer to all centres. Sections pertaining to this service are identified by

Preface 2

CITY OF CORK VEC

City of Cork VEC Adult Literacy and Community Education Service is delivered through locally based providers, co-ordinated through 10 networks throughout the city. The 9 Adult Literacy Schemes (ALS) are the main providers of certified modules in community settings. 7 of these schemes are geographically based while 2 have a citywide remit, 1 specifically for travellers. The Community Education service is largely focussed on uncertified courses. Providers engage with the FETAC accreditation process either through the local adult literacy scheme or through the VEC Community Education Facilitator. The locations relevant to the FETAC Quality Assurance process are as follows:

The specific centres referred to and dealt with as part of the Adult Literacy and Community Education Service of the VEC are:

• Altrusa Adult Literacy Scheme • Travellers Adult Literacy Scheme • Write Together Adult Literacy Scheme • ABLES Adult Literacy Scheme • Mayfield Adult Literacy Scheme • Spell It Write Mahon Adult Literacy Scheme • Read Write Now Ballyphehane Togher Adult Literacy Scheme • Bishopstown Adult Literacy Scheme

This Quality Assurance process will be applied in and through each individual Network/Provider.

Sections pertaining to this service are identified by:

Preface 3

CITY OF CORK VEC

Organisational Structure of The City of Cork VEC

Preface 4

Organisational Structure Within Centres

1. Cork College of Commerce

Principal

Student Representative Council

Deputy Principals

Assistant Principals Senior Senior Caretaker Supervisors (Course Directors Clerical Officer (Canteen, Crèche) & Administrative)

Special Duties Administration Maintenance Assistants Staff Staff

Teachers Guidance Caretakers (class, subject) & Support Staff

Hygiene Staff

Organisational Structures 5

CITY OF CORK VEC 2. St John’s Central College

Board of Management

Principal

Deputy Principals

Senior Assistant Senior Ancillary Staff Principals Administrative Staff

Caretaking/ Technical Special Duties Administrative Maintenance Support Staff Teachers Staff Staff

Guidance & Hygiene Staff Teachers Support Staff

Organisational Structures 6

CITY OF CORK VEC

3. Coláiste Stiofáin Naofa

Board of Management

Principal

Deputy Principal Director of Adult Education

Heads of Department Senior Clerical Officer Senior Caretaker Crèche Supervisor

Guidance and Support Staff Administration Staff Caretaking Staff Hygiene Staff Crèche Staff

Course Directors

Assistant Heads of Dept.’s (SDT’s)

Subject Teachers

Organisational Structures 7

CITY OF CORK VEC 4. Terrence MacSwiney Community College (Northside campus)

Board of Management

Principal

Deputy Principal

Assistant Principals Director of Adult Education

Special Duties Teachers Director of Further Education

Coordinator Administration Staff Caretaking and Cleaning Staff Students Council

Subject Teachers

Organisational Structures 8

CITY OF CORK VEC 4. Nagle Community College

Board of Management

Principal

Deputy Principal

Coordinator

Subject Teachers

Administration Staff

Caretaking and Cleaning Staff

Students Council

Organisational Structures 9

CITY OF CORK VEC

5. The Education Service, Cork Prison

Head Teacher

Deputy Head Teacher

Assistant Principals Post Release Education for Settlement Coordinator

Subject Teachers

Organisational Structures 10

CITY OF CORK VEC B1 Communications

The City of Cork VEC’s mission statement, as set out in its Education Plan 2005-2010, guides the Communications Policy of its Services. It focuses, in particular, on the need to ensure:

• The provision of a quality teaching service • That each individual student is cared for and respected • That personal growth and development are fostered and encouraged

The Management and Staff of the Centres are committed to ongoing interaction and dialogue with all stakeholders.

Stakeholders include learners, staff, the Vocational Education Committee, employers and the general public.

The City of Cork VEC, through its procedures will accommodate the following objectives:

• Learner access to information and feedback • Staff access to information and feedback • Staff contribution to programme development • Public access to information on our programmes and courses • Liaison with employers concerning the commercial needs of the wider community that we seek to serve • The optimum the use of modem technology

Above all, the VEC and the management of its Centres will foster an approach to Communications that fosters the twin skills of listening and dialogue.

B1. Communications 11

CITY OF CORK VEC

City of Cork Vocational Education Committee Service: Further Education Centres

Procedure Title: B1.1 Communication with Version: 1.0 Date: November 2006 Learners

Purpose: This Procedure describes how students are able to give feedback on their individual and collective experiences of programmes and services.

Staff Involved: Principals, Deputy Principals, Programme Staff, Support Staff, Student Representatives.

Methods used to carry out this Who does it Evidence generated procedure ƒ Student Evaluation & Feedback Form ƒ Programme Staff ƒ Analysis of Completed Forms ƒ Learners ƒ Formal Meetings ƒ Student Representatives ƒ Minutes of Meetings ƒ Board of Management Representatives ƒ Principals ƒ Programme Staff ƒ Informal Meetings ƒ Programme Staff ƒ Tutorial Schedule ƒ Learners

Monitoring Monitor (Job Title) Frequency Monitoring Method(s)

ƒ Principals, Deputy Principals, ƒ Annually ƒ Review of Meeting Records Programme Staff ƒ Review of evaluation sheets

B1. Communications 12

FURTHER EDUCATION SERVICE CITY OF CORK VEC

City of Cork Vocational Education Committee Service: Further Education Centres

Procedure Title: B1.2 Communication with Staff Version: 1.0 Date: November 2006

Purpose: This Procedure describes how information relevant to programmes and services is available to the staff involved in delivery. Members of staff contribute feedback and suggestions for improvement to the programmes and services.

Staff Involved: Principals, Deputy Principals, Programme Staff, Administration Staff, Examination Staff

Methods used to carry out this Who does it Evidence generated procedure ƒ Staff Meetings ƒ Principals ƒ Agenda ƒ Deputy Principals ƒ Minutes ƒ Programme Staff ƒ Staff Handbook ƒ Administration Staff ƒ Course Management Meetings ƒ Programme Staff ƒ Agenda ƒ Minutes ƒ Subject Meetings ƒ Programme Staff ƒ Agenda ƒ Minutes ƒ Agreed Assessments ƒ Q.A. Management Group Meetings ƒ Q.A. Management Group ƒ Agenda ƒ Minutes ƒ Internal Communication ƒ Principals ƒ Notices ƒ Deputy Principals ƒ Memos ƒ Q.A. Management Group ƒ Electronic Communications ƒ Programme Staff ƒ Examination Staff B1. Communications 13

FURTHER EDUCATION SERVICE CITY OF CORK VEC Methods used to carry out this Who does it Evidence generated procedure ƒ Dissemination of Information from ƒ Principals ƒ FETAC Awards outside bodies ƒ Deputy Principals ƒ FETAC Module Descriptors ƒ Q.A. Management Group ƒ FETAC letters and circulars ƒ Programme Staff ƒ D.E.S. letters and circulars ƒ Examination Staff ƒ NQAI letters and circulars

Monitoring Monitor (Job Title) Frequency Monitoring Method(s) ƒ Principals, Deputy Principals ƒ Every term – formal ƒ Review of Management reports ƒ Programme Staff ƒ Review of Action Plans ƒ Ongoing - informal ƒ Review of reports

B1. Communications 14

FURTHER EDUCATION SERVICE CITY OF CORK VEC

City of Cork Vocational Education Committee Service: Further Education Centres

Procedure Title: B1.3 Communication with other Version: 1.0 Date: November 2006 Stakeholders

Purpose: This Procedure describes how individuals and agencies are able to access information on programmes and services provided through the Further Education service

Staff Involved: Principals, Deputy Principals, Programme Staff, Marketing Staff, Administrative Staff, IT Staff

Methods used to carry out this Who does it Evidence generated procedure ƒ Publication of Prospectus ƒ Principals ƒ College Prospectus ƒ Programme Staff ƒ Marketing Staff ƒ Development and publication of ƒ IT Staff ƒ Websites material on college website ƒ Marketing of service/centres ƒ Deputy Principal ƒ Media Articles ƒ Marketing Staff ƒ Schedule of Exhibitions ƒ Programme Staff ƒ Schedule of School Visits ƒ Correspondence with Local Groups ƒ Principals ƒ Correspondence and Local Industry and other Institutes ƒ VEC Education Officer and Providers ƒ Programme Staff

B1. Communications 15

FURTHER EDUCATION SERVICE CITY OF CORK VEC

Monitoring Monitor (Job Title) Frequency Monitoring Method(s) ƒ Principal ƒ Annually ƒ Review of Correspondence ƒ Deputy Principal ƒ Updating of Prospectus ƒ Programme Staff ƒ Updating of Web sites ƒ Marketing Officer ƒ IT Staff

B1. Communications 16

FURTHER EDUCATION SERVICE CITY OF CORK VEC

City of Cork Vocational Education Committee Service: Youthreach & Senior Traveller Training Centres

Procedure Title: B1.1 Communication with Learners Version: 1.0 Date: November 2006

Purpose: This procedure describes how learners are able to give feedback on their individual and collective experiences of programmes and services.

Staff Involved: Centre Coordinator / Director, Staff Team

Method(s) used to carry out this Who does it Evidence generated by this procedure procedure

Individual meetings with learners, at ƒ Centre Coordinator / Director ƒ Notes / records kept in students files least once per term. ƒ Advocate / Mentor

Regular one to one meetings for informal ƒ Subject Teachers ƒ Notes / records kept in students files communications ƒ Advocate ƒ Mentor Profiling Web ƒ Centre Coordinator / Director ƒ Individual Learning Plans in place and ƒ Subject Teacher, Mentor regularly reviewed Student Evaluation ƒ Centre Coordinator / Director, Staff ƒ Quality Framework Initiative Team ƒ Centre Development Plan

Monitoring

Monitor (Job Title) Frequency Monitoring Method(s) ƒ Centre Coordinator / Director ƒ End of Each Term ƒ Records Reviewed

B1. Communications 17

YOUTHREACH & STTC SERVICE CITY OF CORK VEC City of Cork Vocational Education Committee Service: Youthreach & Senior Traveller Training Centres Procedure Title: B1.2 Communication with Staff Version: 1.0 Date:

Purpose: To describe the procedures of how information on programmes and administration requirements is distributes to staff

Staff Involved: Centre Coordinator / Director, Administration staff

Method(s) used to carry out this Who does it Evidence generated by this procedure procedure

Use of designated pigeon-holes ƒ Centre Coordinator / Director ƒ Information copied for staff and ƒ Administration staff distributed Staff notice boards ƒ Centre Coordinator / Director ƒ Information displayed ƒ Administration staff Staff meetings at regular intervals ƒ Centre Coordinator / Director, Admin ƒ Minutes kept, Agenda Staff Staff memos ƒ Centre Coordinator / Director, Admin ƒ Memos displayed and distributed Staff

Monitoring

Monitor (Job Title) Frequency Monitoring Method(s) ƒ Centre Coordinator / Director ƒ As necessary ƒ Discussion with Administration staff ƒ Centre Coordinator / Director ƒ Monthly ƒ Discussion with Administration staff ƒ Centre Coordinator / Director ƒ At least once per term ƒ Minutes kept, Agenda ƒ Centre Coordinator / Director ƒ As necessary ƒ Memos kept on file

B1. Communications 18

YOUTHREACH & STTC SERVICE CITY OF CORK VEC

City of Cork Vocational Education Committee Service: Youthreach & Senior Traveller Training Centres Procedure Title: B1.3 Communication with other Version: 1.0 Date: stakeholders

Purpose: To describe the procedure where individuals and relevant agencies are able to access information on programmes and services available

Staff Involved: Centre Coordinator / Director , Staff Team

Method(s) used to carry out this Who does it Evidence generated by this procedure procedure FETAC Brochure ƒ FETAC ƒ Brochure available

Open day / Awards Ceremonies ƒ Centre Coordinator / Director ƒ Photographs / Local Media, Invitations

Networking ƒ Centre Coordinator / Director, ƒ Diary evidence of attending meetings / ƒ Nominated Representative Minutes of meetings on file City of Cork VEC Education and ƒ Centre Coordinator / Director ƒ Minutes of meetings on file Training Sub-committee Local Media ƒ Centre Coordinator / Director ƒ Copy of articles on file

B1. Communications 19

YOUTHREACH & STTC SERVICE CITY OF CORK VEC

Monitoring

Monitor (Job Title) Frequency Monitoring Method(s) ƒ Centre Coordinator / Director ƒ Annually ƒ Awards Ceremony held ƒ Centre Coordinator / Director ƒ As necessary ƒ Discussion with relevant nominee

ƒ Centre Coordinator / Director ƒ As requested ƒ Meetings attended, Reports submitted, ƒ As necessary Staff meetings / Minutes

B1. Communications 20

YOUTHREACH & STTC SERVICE CITY OF CORK VEC B2 Equality

The City of Cork VEC is committed to providing an environment that ensures equality of treatment for all learners within the service1. While it acknowledges that commitments to Equality have resource implications and that many of the ambitions of good Equality practices are dependent on the availability of such resources, the City of Cork VEC will give effect to its commitment by:

• Acknowledging the rights of all learners and seeking to ensure that all learners are made aware of their rights and responsibilities with regard to the VEC, its centres and fellow learners.

• Acknowledging, accepting and facilitating diversity in all its manifestations within colleges and centres as resources allow

• Including equality issues in planning at local and scheme level

The City of Cork also acknowledges the special needs of some students and its role in promoting diversity and mutual understanding. It is committed to supporting students with learning disabilities and will initiate procedures that contribute to their integration into the Centres and the successful completion of their studies.

The VEC is committed to promoting an awareness of best practice through ongoing staff and student training and development programmes

1 Specific restrictions may pertain in the Prison Education Service in accordance with the operational requirements of the Prison Service B2. Equality 21

CITY OF CORK VEC

City of Cork Vocational Education Committee Service: Further Education Centres

Procedure Title: B2.1 Equality Training Version: 1.0 Date: November 2006

Purpose: This Procedure describes how staff and students awareness of equality issues is enhanced

Staff Involved: Principals, Deputy Principals, Programme Staff, Examination Staff, Support Staff, Engaged experts

Methods used to carry out this Who does it Evidence generated procedure ƒ Staff Development sessions ƒ Support staff ƒ Training course descriptors ƒ Focussed training programs ƒ Engaged experts ƒ Training Records ƒ Equality Guidelines ƒ Utilisation of varied Classroom ƒ Programme Staff methodologies ƒ Support Staff ƒ Programme Records ƒ Examination accommodations ƒ Examination Staff ƒ Special Accommodations records

ƒ Tutorial Sessions ƒ Programme Staff ƒ Records ƒ Counselling Sessions ƒ Support Staff

Monitoring Monitor (Job Title) Frequency Monitoring Method(s)

ƒ Principal ƒ Annually ƒ Review of Annual Training Reports ƒ Deputy Principal ƒ Review of Proposed Training ƒ VEC Education Officer Requirements

B2. Equality 22

FURTHER EDUCATION SERVICE CITY OF CORK VEC

City of Cork Vocational Education Committee Service: Further Education Centres

Procedure Title: B2.2 Equality Planning Version: 1.0 Date: November 2006

Purpose: This Procedure describes how the Further Education Service will plan in order to meet its equality objectives commitment

Staff Involved: Principals, Deputy Principals, Programme Staff, Support Staff

Methods used to carry out this Who does it Evidence generated procedure ƒ Development of equality response and ƒ Principal ƒ Planning documentation implementation plan ƒ Deputy Principal ƒ Minutes of meetings ƒ Programme Staff ƒ Support Staff ƒ Review of equality legislation and ƒ Support Staff ƒ Summary reports guidelines ƒ Development of equality policies ƒ All staff ƒ Policy statements

Monitoring Monitor (Job Title) Frequency Monitoring Method(s)

ƒ Principal ƒ Annually ƒ Review of legislation ƒ Deputy Principal ƒ Review of Management Reports

B2. Equality 23

FURTHER EDUCATION SERVICE CITY OF CORK VEC

City of Cork Vocational Education Committee Service: Youthreach & Senior Traveller Training Centres

Procedure Title: B2.1 Equality Training Version: 1.0 Date: October 2006

Purpose: This Procedure describes how staff and students awareness of equality issues is enhanced

Staff Involved: Centre Directors/Coordinators, Staff Team, Administrative Staff,

Activities Methods used to carry out Who does it Evidence generated this procedure ƒ Delivery of Training ƒ Staff Development sessions ƒ Centre ƒ Training course descriptors Courses ƒ Focussed training programs Directors/Coordinators ƒ Training Records ƒ Staff Team ƒ Engaged experts ƒ Provision of Diverse ƒ Varied Classroom ƒ Staff Team ƒ Training Records Teaching and Assessment methodologies ƒ Centre Director/Coordinator ƒ Special Accommodations Strategies ƒ Team teaching ƒ Examination accommodations ƒ Allocation of Specialised ƒ Discussion Groups ƒ Centre ƒ Records Staff in different areas ƒ Social Groups Director/Coordinators ƒ Tutorial Sessions ƒ Counselling Sessions ƒ Following Equality ƒ Staff Development sessions ƒ All staff ƒ CCVEC Reports and Guidelines as laid down by ƒ VEC equality guidelines Guidelines CCVEC and Equality ƒ Management Reports Legislation ƒ QAMG Team Meetings B2. Equality 24

YOUTHREACH & STTC SERVICE CITY OF CORK VEC Activities Methods used to carry out Who does it Evidence generated this procedure ƒ Analysis of Learner Needs ƒ Application Form ƒ Centre ƒ Learner Files, including ƒ Interview Director/Coordinators Application Form ƒ Course Management ƒ Staff Team ƒ Interview Results Sheet Meetings ƒ Course Management Team Meetings

Monitoring Monitor (Job Title) Frequency Monitoring Method(s) ƒ Centre Director/Coordinators ƒ Annually ƒ Review of Annual Training Reports ƒ VEC Education Officer ƒ Review of Proposed Training Requirements

B2. Equality 25

YOUTHREACH & STTC SERVICE CITY OF CORK VEC City of Cork Vocational Education Committee Service: Youthreach & Senior Traveller Training Centres

Procedure Title: B2.2 Equality Planning Version: 1.0 Date: October 2006

Purpose: This Procedure describes how the Youthreach/STTC Sector will plan in order to meet its equality objectives commitment

Staff Involved: Centre Directors/ Coordinator, Staff Teams, CCVEC

Activities Methods used to carry out Who does it Evidence generated this procedure ƒ Plan ƒ Meeting to compile Plan ƒ Centre Directors/ ƒ Minutes of Meeting Coordinator ƒ Completed Plan ƒ Staff Teams ƒ CCVEC

Monitoring Monitor (Job Title) Frequency Monitoring Method(s) ƒ Centre Directors/ Coordinator ƒ Annually ƒ Review of legislation ƒ Review of Management Reports

B2. Equality 26

YOUTHREACH & STTC SERVICE CITY OF CORK VEC B3 Staff Recruitment & Development

The City of Cork VEC is committed to an open and transparent process of staff recruitment for the scheme and to the promotion of staff development on a local and scheme basis through the following mechanisms:

ƒ The provision of clear job specifications for all positions that arise from time to time within the scheme

ƒ The application of a clear and open process for advertising and interviewing all appropriate applicants for any position, in accordance with Department of Education and Science directives and guidelines, and all relevant employment legislation

ƒ The provision of an appropriate induction and support procedure for all new staff

ƒ A commitment to a process of on-going training and development of all staff and will facilitate this through the provision of a professional training program developed in consultation with staff

ƒ The incorporation of a review and evaluation mechanism in all staff development programs

B3 Staff Recruitment & Development 27

CITY OF CORK VEC

City of Cork Vocational Education Committee Service: Further Education Centres

Procedure Title: B3.1 Staff Recruitment and Version: 1.0 Date: November 2006 Allocation

Purpose: To ensure that each College/Centre has its correct allocation of Staff, that staff are appointed in a fair, equitable open and transparent manner and that appointees are fully qualified for the positions.

Staff Involved: Principals, Chief Executive Officer, Human Resources Officer, H.R Staff, Education Officer, Selection Board Members, Finance Department Staff

Methods used to carry out this Who does it Evidence generated procedure ƒ Centre Staff Allocation / Budget ƒ DES ƒ Departmental Allocation Letters ƒ VEC HR Staff ƒ Communications from HR to Principal ƒ VEC Education Officer ƒ Staff Utilisation audit ƒ VEC HR Staff ƒ Staff Utilisation Reports/Payroll reports ƒ Staffing Needs Analysis ƒ Principal ƒ Minutes of Board of Management ƒ Deputy Principals Meetings ƒ Board of Management ƒ Development of staff requirements and ƒ Principal ƒ Job Specifications post specifications ƒ Deputy Principals ƒ Advertising of teaching posts ƒ VEC HR staff ƒ Job Advertisements ƒ Processing of Applications ƒ VEC HR staff ƒ Application Forms ƒ Summary sheets ƒ Selection of candidates ƒ Selection Board ƒ Interview Records ƒ Interview Results Sheets B3 Staff Recruitment & Development 28

FURTHER EDUCATION SERVICE CITY OF CORK VEC Methods used to carry out this Who does it Evidence generated procedure ƒ Offer of posts as laid down by ƒ Chief Executive Officer ƒ Letters of Offer Department of Education and Science ƒ Probationary review of new staff in ƒ Cork City VEC Education Officer ƒ Staff Records accordance with Guidelines laid down ƒ Principal by Department of Education and ƒ Department of Education & Science Science

Monitoring

Monitor (Job Title) Frequency Monitoring Method(s) ƒ VEC ƒ Annually ƒ Evaluation and Review of Staffing ƒ Principal Requirements and procedures

B3 Staff Recruitment & Development 29

FURTHER EDUCATION SERVICE CITY OF CORK VEC

City of Cork Vocational Education Committee Service: Further Education Centres

Procedure Title: B3.2 Staff Induction Version: 1.0 Date: November 2006

Purpose: This policy describes how new staff will be supported in the induction process into their new posts, and how they will be assisted in developing their professional expertise in these posts

Staff Involved: Principals, Deputy Principals, Programme Staff, VEC Education Officer

Methods used to carry out this Who does it Evidence generated procedure ƒ Induction and information programme ƒ Principal ƒ Induction guidelines for new staff ƒ Deputy Principals ƒ List of Staff who received Induction ƒ Programme Staff Training ƒ Support Staff ƒ Staff Handbook ƒ Web Site ƒ Prospectus ƒ Informal Staff Process ƒ FETAC Induction Course ƒ FETAC Trainers ƒ List of staff who attended ƒ FETAC Support system for new assessors ƒ Assessment procedures training ƒ Programme Staff ƒ Assessment guidelines session ƒ Examinations Staff ƒ “Handing Over” Procedure for ƒ Programme Staff ƒ Staff Handbook substitute staff

B3 Staff Recruitment & Development 30

FURTHER EDUCATION SERVICE CITY OF CORK VEC

Monitoring Monitor (Job Title) Frequency Monitoring Method(s) ƒ Deputy Principal ƒ Ongoing ƒ Informal Staff Verification Process ƒ Principal ƒ Informal meetings with new staff ƒ Programme Staff ƒ Examinations Staff

B3 Staff Recruitment & Development 31

FURTHER EDUCATION SERVICE CITY OF CORK VEC

City of Cork Vocational Education Committee Service: Further Education Centres Procedure Title: B3.3 Staff Development Version: 1.0 Date: November 2006

Purpose: This Procedure provides for the identification and prioritisation of staff training, development needs

Staff Involved: Principal, Deputy Principal, Programme Staff, VEC Education Officer

Methods used to carry out this Who does it Evidence generated procedure ƒ Annual Review of Staff Development ƒ Principal ƒ Questionnaires Needs ƒ Deputy Principal ƒ Needs analysis report ƒ Programme Staff ƒ Training Records ƒ Staff Development Costing Plan ƒ Principal ƒ Budget ƒ Deputy Principal ƒ Financial Plan ƒ Internal Staff Development Provision ƒ Internal Staff who have expertise in the ƒ Timetable of Training Courses required area ƒ Records ƒ Individual course evaluation reports ƒ Provision of programs/courses by ƒ External Trainers/tutors ƒ Leave of Absence Sheets external experts ƒ Timetable of Training Courses ƒ Invoices ƒ Provision of information on available ƒ Principal ƒ Notice Board educational courses and programs ƒ Deputy Principals ƒ Staff Updates provided by external agencies and ƒ Program Staff ƒ Electronic communications institutions ƒ Examinations Staff ƒ Staff resource area

B3 Staff Recruitment & Development 32

FURTHER EDUCATION SERVICE CITY OF CORK VEC

Monitoring Monitor (Job Title) Frequency Monitoring Method(s)

ƒ Principal ƒ Annually ƒ Review of Annual Training Report ƒ Deputy Principal ƒ Review of Proposed Training Requirements ƒ Review report on quality of training provided

B3 Staff Recruitment & Development 33

FURTHER EDUCATION SERVICE CITY OF CORK VEC

City of Cork Vocational Education Committee Service: Youthreach & Senior Traveller Training Centres

Procedure Title: B3.1 Staff Recruitment and Version: 1.0 Date: Allocation

Purpose: To ensure that all Staff recruited have required knowledge, skills and competencies to work in Youthreach / STTC and that procedures used to recruit Staff satisfy employment equality legislation.

Staff Involved: Centre Coordinator/ Director – Human Resource Department and VEC Education and Training Sub- Committee

Method(s) used to carry out this Who does it Evidence generated by this procedure procedure Job Description ƒ Coordinator / Director and Human ƒ Job Description / Contract Resource Manager CCVEC Internal + External Advert ƒ Human Resource Department ƒ Job Advert

Web Advert ƒ Human Resource Department ƒ Advert

Selection Panel ƒ Human Resource Department, ƒ Notes Kept Coordinator and Director Interview Panel ƒ Education & Training sub committee ƒ Record of interview Rep, Coordinator and Director

B3 Staff Recruitment & Development 34

YOUTHREACH & STTC SERVICE CITY OF CORK VEC

Monitoring

Monitor (Job Title) Frequency Monitoring Method(s) ƒ Coordinator / ƒ Once Per Year ƒ Review adherence to D.E.S regulations Director ƒ Human Resources Skills Audit

B3 Staff Recruitment & Development 35

YOUTHREACH & STTC SERVICE CITY OF CORK VEC

City of Cork Vocational Education Committee Service: Youthreach & Senior Traveller Training Centres Procedure Title: B3.2 Staff Induction Version: 1.0 Date:

Purpose: Induction of New Staff

Staff Involved: Coordinator / Director and Staff Team

Method(s) used to carry out this Who does it Evidence generated by this procedure procedure Make new staff aware of policies, ƒ Coordinator / Director and Staff Team ƒ Agendas procedures, guidelines, etc. Initial and Regular Staff Meetings ƒ Coordinator / Director and Staff Team ƒ Minutes. Review outcome of questionnaires In-service Training ƒ Coordinator / Director and Staff Team ƒ Agendas, attendance records

Make new staff aware of assessment ƒ Coordinator / Director and Staff Team ƒ Minutes of meetings and examination protocols

Monitoring

Monitor (Job Title) Frequency Monitoring Method(s) ƒ Coordinator / Director ƒ Annually/Ongoing ƒ Quality Framework Evaluation Internal Centre Evaluation – Quality Framework

B3 Staff Recruitment & Development 36

YOUTHREACH & STTC SERVICE CITY OF CORK VEC

City of Cork Vocational Education Committee Service: Youthreach & Senior Traveller Training Centres Procedure Title: B.3.3 Staff Development Version: 1.0 Date: May 2006 Purpose: Identify, prioritize and meet the training, development and support needs of staff

Staff Involved: Centre Coordinator/ Director, VEC Management, Staff Team, VEC Human Resource Management

Method(s) used to carry out this Who does it Evidence generated by this procedure procedure Training and needs ƒ Coordinator / Director and Staff Team ƒ Agendas, Questionnaires analysis/Questionnaire

Staff Meetings ƒ Coordinator / Director and Staff Team ƒ Minutes. Review outcome of questionnaires

Quality Assurance ƒ Coordinator / Director and Staff Team ƒ Quality Framework Annual review. Meeting Minutes

Internal Centre Evaluation – Quality ƒ Coordinator / Director and Staff Team ƒ Internal Centre Evaluation Document Framework

B3 Staff Recruitment & Development 37

YOUTHREACH & STTC SERVICE CITY OF CORK VEC

Monitoring

Monitor (Job Title) Frequency Monitoring Method(s) ƒ Coordinator / Director ƒ Once per Year ƒ Quality Framework Evaluation Internal Centre Evaluation – Quality Framework ƒ Coordinator / Director ƒ On Going ƒ Staff Meetings, Review of Staff Needs, Questionnaire.

B3 Staff Recruitment & Development 38

YOUTHREACH & STTC SERVICE CITY OF CORK VEC B4 Access, Transfer & Progression

As part of its overall commitment to providing appropriate access systems the City of Cork VEC is committed to the following in order to provide learners with a high quality, appropriate, education service:

ƒ Informing learners of all necessary conditions for entry onto programmes

ƒ Implementing a system whereby appropriate prior learning of learners can be recognised

ƒ Making available to all learners, all the appropriate information, in a suitable format, on programmes that are available

ƒ Developing a system of learner support and programme adaptation as may be required due to changing circumstances

ƒ Ensuring that all learners have all the information available, including appropriate professional advice, to enable them to make informed decisions in relation to transfer and progression to other suitable programmes

ƒ Making available to learners all information of a general nature that will assist them in their participation in the programme

These procedures will, at all times, be designed to enhance the availability of learning opportunities for all learners in the service; current, past and potential.

B4 Access, Transfer and Progression 39

CITY OF CORK VEC City of Cork Vocational Education Committee Service: Further Education Centres

Procedure Title: B4.1 Information Provision Version: 1.0 Date: November 2006

Purpose: This procedure aims to ensure that students have access to all appropriate information in order to make informed decisions regarding the courses available to them and their suitability for these courses.

Staff Involved: Principal, Deputy Principals, Programme Staff, Support Staff, Marketing Staff

Methods used to carry out this Who does it Evidence generated procedure ƒ Publication of detailed college ƒ Principal ƒ College Prospectus prospectus ƒ Programme Staff ƒ Marketing Staff ƒ Advertising ƒ Principal ƒ Newspapers ƒ Marketing Staff ƒ leaflets, brochures

ƒ Development and publication of ƒ Programme Staff ƒ Websites material on relevant websites ƒ Marketing Officers ƒ IT Staff ƒ Information sessions including College ƒ Principal ƒ Records of sessions open days, Careers exhibitions, ƒ Programme Staff meetings with applicants ƒ Marketing Staff ƒ Support Staff ƒ Student induction ƒ Programme staff ƒ Induction guidelines ƒ Support Staff ƒ Agendas ƒ Detailed Student handbook for each ƒ Support Staff ƒ Student Handbook student containing College Policy ƒ Course Directors documents B4 Access, Transfer and Progression 40

FURTHER EDUCATION SERVICE CITY OF CORK VEC

Monitoring Monitor (Job Title) Frequency Monitoring Method(s) ƒ Principal ƒ Annually ƒ Reviewing College Prospectus ƒ Programme Staff ƒ Ongoing ƒ Student feedback questionnaires ƒ Marketing Staff ƒ Review and updating of web-based ƒ Support Staff content ƒ IT Staff ƒ Review and updating of course content ƒ Review and updating of Student Handbook

B4 Access, Transfer and Progression 41

FURTHER EDUCATION SERVICE CITY OF CORK VEC

City of Cork Vocational Education Committee Service: Further Education Centres Procedure Title: B4.2 Learner Entry Version: 1.0 Date: November 2006 Arrangements

Purpose: This procedure seeks to ensure that the selection and entry of students onto courses happens in a fair, consistent and transparent manner

Staff involved: Principals, Deputy Principals, Programme Staff

Methods used to carry out this Who does it Evidence generated procedure ƒ Detailed written course descriptor ƒ Deputy Principals ƒ College Prospectus stating Examining Body, Award, ƒ Programme Staff Subjects and fees ƒ Marketing Officers ƒ Statement of entry requirements as per ƒ Deputy Principals ƒ College Prospectus specific programme ƒ Programme Staff ƒ Detailed Application and Registration ƒ Office Staff ƒ Applications stamped and logged process ƒ Centre Records ƒ Applicants interviewed ƒ Deputy Principals ƒ Interview Guidelines ƒ Programme Staff ƒ Interview Record Sheets

ƒ Entry Appeals policy and procedures ƒ Principals ƒ College Prospectus ƒ Deputy Principals ƒ Appeals Process guidelines ƒ Programme Staff ƒ Appeals Adjudication ƒ Correspondence ƒ Reports

B4 Access, Transfer and Progression 42

FURTHER EDUCATION SERVICE CITY OF CORK VEC

Monitoring Monitor (Job Title) Frequency Monitoring Method(s) ƒ Principal ƒ Annually ƒ Review and updating of Prospectus ƒ Deputy Principal ƒ Review of Application and Interview ƒ Marketing Staff procedures ƒ Programme Staff ƒ Board of Management

B4 Access, Transfer and Progression 43

FURTHER EDUCATION SERVICE CITY OF CORK VEC

City of Cork Vocational Education Committee Service: Further Education Centres

Procedure Title: B4.3 Recognition of prior Version: 1.0 Date: November 2006 learning Purpose: This procedure seeks to ensure that there is an arrangement in place to recognise and acknowledge students prior learning

Staff Involved: Principals, Deputy Principals, Programme Staff

Methods used to carry out this Who does it Evidence generated procedure ƒ Clear statement of requirements for ƒ Principal ƒ College Prospectus Programme Entry ƒ Programme Staff

ƒ Recognition of prior learning for ƒ Programme Staff ƒ Application Form entering onto a course ƒ Interview Sheet ƒ Student File ƒ Identification of existing awards and ƒ Administrative staff ƒ Application Form possible exemptions in subject areas ƒ Programme Staff ƒ Student File ƒ Examination Staff ƒ Documentary Evidence of Previous Awards

B4 Access, Transfer and Progression 44

FURTHER EDUCATION SERVICE CITY OF CORK VEC

Monitoring Monitor (Job Title) Frequency Monitoring Method(s) ƒ Principal ƒ Annually ƒ Assessment of evidence provided by ƒ Programme Staff student ƒ Examinations Staff

B4 Access, Transfer and Progression 45

FURTHER EDUCATION SERVICE CITY OF CORK VEC

City of Cork Vocational Education Committee Service: Further Education Centres

Procedure Title: B4.4 Facilitating Diversity Version: 1.0 Date: November 2006

Purpose: This procedure seeks to ensure that individuals or groups with particular needs are supported and do not experience discrimination during selection, entry or participation on programs/courses

Staff Involved: Principals, Deputy Principals, Programme Staff, Support Staff

Methods used to carry out this Who does it Evidence generated procedure ƒ Information with Regard to Entry ƒ Administration Staff ƒ College Prospectus Procedures ƒ Support Staff ƒ Open Days ƒ Programme Staff ƒ Induction Program

ƒ Assistance to Learners when choosing ƒ Programme Staff ƒ Prospectus Programmes ƒ Support Staff ƒ Open Days ƒ Office Staff ƒ Appointments ƒ Interview sheets ƒ Programme Records

ƒ Student Support Services ƒ Programme Staff ƒ Appointment records ƒ Support Staff ƒ Reports

B4 Access, Transfer and Progression 46

FURTHER EDUCATION SERVICE CITY OF CORK VEC

Monitoring Monitor (Job Title) Frequency Monitoring Method(s) ƒ Principal ƒ Annually ƒ Assessment of evidence provided by ƒ Programme Staff student ƒ Examinations Staff

B4 Access, Transfer and Progression 47

FURTHER EDUCATION SERVICE CITY OF CORK VEC

City of Cork Vocational Education Committee Service: Youthreach & Senior Traveller Training Centres

Procedure Title: B4.1 Information Provision Version: 1.0 Date:

Purpose: Provide clear information to learners to allow them make informed choices re courses

Staff Involved: Centre Coordinator/Director, Staff Team, Admin Staff, VEC IT Manager,

Method(s) used to carry out this Who does it Evidence generated by this procedure procedure Publicity & Advertising, ƒ Centre Coordinator/Director ƒ Local newsletter, Posters, Notice Board Website ƒ Centre Coordinator www.youthreach.ie ƒ VEC IT Manager www.fetac.ie www.qualifax.ie www.corkvec.ie Individual Course outlines / Learners’ ƒ All Staff ƒ Learners’ handbook, Policies handbooks, policy statements statements, course outlines Induction and information sessions ƒ Centre Coordinator, Staff Team ƒ Record of meetings, Agendas, Action plans, ILP, Induction records

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Monitoring

Monitor (Job Title) Frequency Monitoring Method(s) ƒ Centre Coordinator/Director ƒ Ongoing ƒ Review of evidence, notice boards, handbook, policies ƒ IT Manger ƒ Ongoing ƒ Upgrade web based content

B4 Access, Transfer and Progression 49

YOUTHREACH & STTC SERVICE CITY OF CORK VEC City of Cork Vocational Education Committee Service: Youthreach & Senior Traveller Training Centres

Procedure Title: B4.2 Learner Entry Version: 1.0 Date: Arrangements

Purpose: To ensure fair and consistent entry of learners on courses

Staff involved: Centre Coordinator/Directors, Staff Team, Admin Staff

Method(s) used to carry out this Who does it Evidence generated by this procedure procedure Statement of entry requirements ƒ Centre Coordinator/Director ƒ Policy, documentation provided to applicants Detailed records of decisions regarding ƒ Centre Coordinator/Director, ƒ Admissions Policy allocation of places ƒ Admin Advice to Learners re programme ƒ Centre Coordinator/Director, Mentor, ƒ Record of appointments selection Advocate, teachers ƒ Copies of programme information Details of supports available ƒ Centre Coordinator/Director ƒ Appointment records, Induction pack, learners handbook Appeals mechanisms ƒ Centre Coordinator/Director ƒ Documented evidence of procedure

Monitoring

Monitor (Job Title) Frequency Monitoring Method(s) ƒ Centre Coordinator/Director ƒ Annually ƒ Review of learner Handbook, induction pack, admissions policy B4 Access, Transfer and Progression 50

YOUTHREACH & STTC SERVICE CITY OF CORK VEC

City of Cork Vocational Education Committee Service: Youthreach & Senior Traveller Training Centres

Procedure Title: B4.3 Recognition of prior Version: 1.0 Date: learning

Purpose: Provide recognition of learning gained prior to entry on programme

Staff Involved: Centre Coordinator/Director

Method(s) used to carry out this Who does it Evidence generated by this procedure procedure

Section on Application Form re: ƒ Coordinator/Director ƒ Application Form previous learning

Interview panels seek relevant ƒ Coordinator/Director ƒ Interview Form information re. Previous learning Source Students’ previous educational ƒ Coordinator/Director, Student ƒ Copies of previous Certificates/School records Reports FETAC Guidelines for assessing ƒ Coordinator/Director ƒ Application required to provide previous learning evidence of previous awards ƒ Entry at suitable level/Copy of previous certificates

Monitoring

Monitor (Job Title) Frequency Monitoring Method(s) ƒ Coordinator ƒ As necessary ƒ Review of all relevant documentation B4 Access, Transfer and Progression 51

YOUTHREACH & STTC SERVICE CITY OF CORK VEC

City of Cork Vocational Education Committee Service: Youthreach & Senior Traveller Training Centres

Procedure Title: B4.4 Facilitating Diversity Version: 1.0 Date:

Purpose: Support systems for students with special needs so that they can successfully complete programme

Staff Involved: Coordinator/Director Staff Team

Method(s) used to carry out this Who does it Evidence generated by this procedure procedure Positive action at entry/selection ƒ Coordinator/Director ƒ Interview Sheets

Assistance in matching Learner with ƒ Centre Coordinator/Director Staff ƒ Application Form/Interview, Identifying Course Team support required Mentoring/Special Needs Support ƒ Mentor ƒ Records of meetings Learner Induction/Handbook ƒ Centre Coordinator/Director ƒ Induction Pack, Meeting Recorded /Handbook Programme adapted to suit learners ƒ Staff Team ƒ Programme plans, class plans, ILP, needs Timetable Mechanism for feedback ƒ Staff Team ƒ Questionnaires, Evaluation Sheets Reasonable accommodation ƒ Centre Coordinator/Director ƒ Action Plan and Health and Safety Reports

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Monitoring

Monitor (Job Title) Frequency Monitoring Method(s) ƒ Centre Coordinator/Director ƒ Yearly ƒ ILP Record on Student File

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B5 Programme Development, Delivery and Review

The City of Cork VEC is committed to providing a range of learning opportunities for learners that meet their needs and needs and requirements of the social and economic environment. The development of new programmes and the modification of existing programmes in partnership with all stakeholders is an intrinsic element of this commitment. Specifically, the City of cork VEC is committed to:

ƒ Examining and identifying learner needs on a local and scheme basis

ƒ Establishing procedures whereby new programmes can be identified and developed to meet the changing needs of learners and the economic environment

ƒ To the delivery of a quality teaching service and a consequent commitment to assisting learners in achieving examination success

The VEC will ensure that staff are trained and experienced, to an appropriate level, for the programmes being taught and that programmes, where appropriate, will include a Work Experience element.

Ongoing review and evaluation of all programmes will be undertaken, involving all participants and stakeholders in this process.

The City of Cork VEC is committed to having all programmes properly approved and accredited prior to offering delivery.

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CITY OF CORK VEC

City of Cork Vocational Education Committee Service: Further Education Centres

Procedure Title: B5.1 Need Identification Version: 1.0 Date: November 2006

Purpose: This procedure describes how needs are identified and programmes developed to meet them

Staff Involved: Principals, Deputy Principals, Programme Staff , Support Staff, Marketing Staff, Learners, Local Industry Groups, Employers Forum

Method(s) used to carry out this Who does it Evidence generated by this procedure procedure ƒ Meetings ƒ Principal ƒ Minutes/Action plans of meetings o Senior Management ƒ Deputy Principals ƒ Programme Proposal form o Course/Programme ƒ Programme Staff ƒ Consultation Process ƒ Principal ƒ Records of Correspondence o Employers/Industry sector ƒ Deputy Principals ƒ Minutes (Action Plans) of meetings o Providers/Education sector ƒ Programme Staff ƒ Learner Feedback Reports o Government Bodies ƒ Examination Staff o Local Community Groups ƒ Industry Representative o Relevant Agencies ƒ Higher Education representative o Learner Feedback ƒ Learner representative ƒ Review and Analysis ƒ Principal ƒ Feasibility Studies o Brochures ƒ Deputy Principals ƒ Research records o Government Reports ƒ Programme Staff ƒ Reports o Social Reports, ESRI, OECD ƒ Marketing Staff o Employer surveys ƒ VEC

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FURTHER EDUCATION SERVICE CITY OF CORK VEC

Monitoring Monitor (Job Title) Frequency Monitoring Methods

ƒ Principal ƒ Annually ƒ Review of Evidence, Reports ƒ Deputy Principals ƒ Ongoing ƒ Board of Management

B5 Programme Delivery, Development & Review 56

FURTHER EDUCATION SERVICE CITY OF CORK VEC

City of Cork Vocational Education Committee Service: Further Education Centres

Procedure Title: B5.2 Programme Design Version: 1.0 Date: November 2006

Purpose: This procedure describes how programmes are developed and designed to meet the needs of learners and to satisfy certification requirements

Staff Involved: Principals, Deputy Principals, Programme Staff, Examination Staff, Quality Assurance Management Group

Method(s) used to carry out this Who does it Evidence generated by this procedure procedure ƒ Programme Design meetings ƒ Principals ƒ Minutes/Action Plan of Meetings ƒ Deputy Principals ƒ Record of Approval ƒ Programme Staff ƒ Examination Staff ƒ Course Development Meetings ƒ Deputy Principals ƒ Minutes/Action Plan of Meetings ƒ Programme Staff ƒ Programme Design Documentation ƒ Examination Staff ƒ Industry Experts ƒ Module Development ƒ Specialist subject teachers ƒ Minutes of meetings ƒ Module descriptors, ƒ Consultation Process ƒ Deputy Principals ƒ Minutes/Action Plan of Meetings o Employers/Industry sector ƒ Programme Staff ƒ Records of Correspondence and o Providers/Education sector ƒ Examination Staff Consultation o Government Bodies ƒ Industry Representative ƒ Government Policy Documents o Local Community Groups ƒ Higher Education representative ƒ Learner Feedback reports o Relevant Agencies ƒ Learner representative o Learner Feedback B5 Programme Delivery, Development & Review 57

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Monitoring

Monitor (Job Title) Frequency Monitoring Methods

ƒ Principal ƒ Annually ƒ Review of Documentation ƒ Deputy Principals ƒ Course Director Meetings ƒ Course Directors ƒ Quality Assurance Management Group

B5 Programme Delivery, Development & Review 58

FURTHER EDUCATION SERVICE CITY OF CORK VEC

City of Cork Vocational Education Committee Service: Further Education Centres

Procedure Title: B5.3 Programme Approval Version: 1.0 Date: November 2006

Purpose: This procedure describes how programmes are approved locally before submission for FETAC approval

Staff Involved: Principals, Deputy Principals, Programme Staff, Board of Management, VEC

Method(s) used to carry out this Who does it Evidence generated by this procedure procedure ƒ College Programme Approval ƒ Principal ƒ Programme Identification and Proposal meetings ƒ Deputy Principals Form ƒ Examination Staff ƒ Programme Design document ƒ Programme Staff/Proposer ƒ Module Descriptors ƒ Programme Supporting Documentation ƒ Board of Management Programme ƒ Principal ƒ VEC FE Proposal Form Approval meetings ƒ Board of Management ƒ Agenda’s/Minutes of meetings ƒ VEC meeting ƒ VEC ƒ Agenda/Minutes of Meeting ƒ FETAC evaluation ƒ Examination Staff ƒ Programme Application

Monitoring Monitor (Job Title) Frequency Monitoring Methods

ƒ Principal ƒ Annually ƒ Review of Applications and ƒ Board of Management Documentation ƒ City of Cork VEC committee

B5 Programme Delivery, Development & Review 59

FURTHER EDUCATION SERVICE CITY OF CORK VEC

City of Cork Vocational Education Committee Service: Further Education Centres

Procedure Title: B5.4 Programme Planning Version: 1.0 Date: November 2006

Purpose: This procedure describes how programme plans are integrated into the scheduling/timetabling structure of the centre

Staff Involved: Deputy Principals, Programme Staff, Timetabler

Method(s) used to carry out this Who does it Evidence generated by this procedure procedure ƒ Timetable Requirements Meeting ƒ Deputy Principal ƒ Minutes/Action Plan of Meeting ƒ Programme Staff ƒ Draft Blueprint of timetable ƒ Record of Course Timetable requirements ƒ Record of Programme Staff Timetable requirements ƒ Generation of timetable in computer ƒ Deputy Principal ƒ Timetable format ƒ Timetabler ƒ Schedule

Monitoring Monitor (Job Title) Frequency Monitoring Methods

ƒ Deputy Principal ƒ Annually ƒ Review Meeting ƒ Programme Staff ƒ Timetabler

B5 Programme Delivery, Development & Review 60

FURTHER EDUCATION SERVICE CITY OF CORK VEC

City of Cork Vocational Education Committee Service: Further Education Centres

Procedure Title: B5.5 Programme Delivery Version: 1.0 Date: November 2006

Purpose: This procedure describes how programme delivery is monitored and reviewed to ensure consistency and effectiveness

Staff Involved: Principals, Deputy Principals, Programme Staff, Student Representatives, Quality assurance Management Group

Method(s) used to carry out this Who does it Evidence generated by this procedure procedure ƒ Delivery Review Meetings ƒ Minutes/Action Plan of Meetings o Management ƒ Principal ƒ Schedule of Meetings ƒ Deputy Principals ƒ FETAC centre reports ƒ Records of Learner feedback o Course and Subject ƒ Programme Staff ƒ Employers/Supervisors Reports ƒ Record of Employer feedback o Learner Review ƒ Programme Staff ƒ Learners

o Industry/Employer ƒ Programme Staff

B5 Programme Delivery, Development & Review 61

FURTHER EDUCATION SERVICE CITY OF CORK VEC Monitoring Monitor (Job Title) Frequency Monitoring Methods

ƒ Principal ƒ Annually ƒ Meeting ƒ Deputy Principal ƒ Annual Report ƒ Programme Staff ƒ Quality Assurance Management Group

B5 Programme Delivery, Development & Review 62

FURTHER EDUCATION SERVICE CITY OF CORK VEC

City of Cork Vocational Education Committee Service: Further Education Centres

Procedure Title: B5.6 Learner Records Version: 1.0 Date: November 2006

Purpose: This procedure describes how learner records of participation and achievement are maintained

Staff Involved: Deputy Principals, Programme Staff, Administration Staff, Support Staff, Examination Staff

Method(s) used to carry out this Who does it Evidence generated by this procedure procedure ƒ Learner Records o Personal Records ƒ Administration Staff ƒ Data Collection Forms ƒ Electronic filing of registration data ƒ Facility Database o Attendance Records ƒ Programme Staff ƒ Class Register ƒ Teacher Roll Book o Progress Records ƒ Programme Staff ƒ Subject Progress Record ƒ Assignment Records ƒ Minutes of Progress Meetings o Learner Support Records ƒ Support Staff ƒ Disability Policy and Procedure ƒ Programme Staff ƒ Application Forms ƒ Examination Staff ƒ Disability Support Files ƒ Counsellor Meeting/Log ƒ DES Documentation o Certification Records ƒ Examination Staff ƒ Copy of Certification Maintained in ƒ Administration Staff College

B5 Programme Delivery, Development & Review 63

FURTHER EDUCATION SERVICE CITY OF CORK VEC Monitoring Monitor (Job Title) Frequency Monitoring Methods

ƒ Principal ƒ Ongoing over year ƒ Review of Evidence Generated ƒ Deputy Principal ƒ Examination Staff ƒ Programme Staff ƒ Support Staff

B5 Programme Delivery, Development & Review 64

FURTHER EDUCATION SERVICE CITY OF CORK VEC

City of Cork Vocational Education Committee Service: Further Education Centres

Procedure Title: B5.7 Provision and Maintenance Version: 1.0 Date: November 2006 of Learning Facilities/Records

Purpose: This procedure describes how the resources necessary for successful learners participation are allocated

Staff Involved: Principal, Deputy Principals, Programme Staff, Examination Staff, Administration Staff, Support Staff, Caretaking & Maintenance Staff

Method(s) used to carry out this Who does it Evidence generated by this procedure procedure ƒ Identification of learners needs ƒ Deputy Principal ƒ Completed application forms o Course Management Meetings ƒ Programme Staff ƒ Records of Support Needs o Analysis of Application Forms ƒ Support Staff ƒ Minutes of Meetings o Student Representatives ƒ Records of Correspondence Requests ƒ Procurement of Resources ƒ Senior Management ƒ Order Forms/Invoices o Purchasing procedures ƒ Programme Staff ƒ Training Records o Training courses ƒ Administration Staff ƒ Record of Budget Allocation ƒ Maintenance of Resources ƒ Programme Staff ƒ Minutes of Meetings o Ongoing inventory ƒ Administration Staff ƒ Fault Reports o Maintenance meetings ƒ Caretaking Staff ƒ Service Engineer Reports

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Monitoring Monitor (Job Title) Frequency Monitoring Methods

ƒ Principal ƒ Ongoing year ƒ Review of Evidence Generated ƒ Deputy Principal ƒ Programme Staff ƒ Administration Staff ƒ Support Staff

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FURTHER EDUCATION SERVICE CITY OF CORK VEC

City of Cork Vocational Education Committee Service: Further Education Centres

Procedure Title: B5.8 Health And Safety Version: 1.0 Date: November 2006

Purpose: This procedure describes how the health and safety of all staff are protected by ensuring that the physical premises and facilities are accessible and maintained to a high standard

Staff Involved: Principal, Deputy Principals, Programme Staff, Caretaking and Maintenance staff, Administration Staff, Student Representatives, Health and Safety Officer

Method(s) used to carry out this Who does it Evidence generated by this procedure procedure ƒ Maintenance of Health and Safety ƒ Health and Safety Staff ƒ Safety Statement Standards ƒ Deputy Principal ƒ Minutes of Meetings o Meetings ƒ Principal ƒ Safety Training Records o Ongoing Maintenance ƒ Student representatives ƒ Written correspondence ƒ Maintenance staff ƒ Completed Fault Report Book ƒ Review of Health and Safety Needs ƒ Health and Safety Staff ƒ Health and Safety Policy

ƒ Health and Safety Training ƒ Health and Safety Staff ƒ Staff Training Records o Workshop for staff ƒ Evacuation Records o Evacuation drill

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Monitoring Monitor (Job Title) Frequency Monitoring Methods

ƒ Principal ƒ Ongoing ƒ Meetings and Review ƒ Deputy Principals ƒ Health and Safety Staff

B5 Programme Delivery, Development & Review 68

FURTHER EDUCATION SERVICE CITY OF CORK VEC

City of Cork Vocational Education Committee Service: Further Education Centres

Procedure Title: B5.9 Programme Review Version: 1.0 Date: November 2006

Purpose: This procedure describes how a systematic review of programmes is conducted at regular intervals to ensure their continued relevance

Staff Involved: Principal, Deputy Principals, Programme Staff, Learner Representatives, FETAC External examiners

Method(s) used to carry out this Who does it Evidence generated by this procedure procedure ƒ Review Meetings ƒ Minutes(Action Plan) of Meetings o Course ƒ Programme Staff ƒ Annual Reports o Management ƒ Principal ƒ Minutes(Action Plan) of Meetings ƒ Deputy Principals ƒ Relevant Programme Staff ƒ Feedback o Learner ƒ Programme Staff ƒ Record of Learner Feedback ƒ Learner Representative o Industry ƒ Programme Staff ƒ Industry Report ƒ Industry Representatives ƒ Records of Correspondence ƒ FETAC ƒ External Examiner ƒ Centre Reports

B5 Programme Delivery, Development & Review 69

FURTHER EDUCATION SERVICE CITY OF CORK VEC Monitoring Monitor (Job Title) Frequency Monitoring Methods

ƒ Principal ƒ Annual ƒ Review of Reports ƒ Deputy Principals ƒ Industry Liaison Officer ƒ Quality Assurance Management Group ƒ Board of Management

B5 Programme Delivery, Development & Review 70

FURTHER EDUCATION SERVICE CITY OF CORK VEC

City of Cork Vocational Education Committee Service: Youthreach & Senior Traveller Training Centres

Procedure Title: B5.1 Need Identification Version: 1.0 Date: May 2006

Purpose: How needs are identified and programmes developed to meet them

Staff Involved: Coordinator/Director, Staff Team, Advocate/ Mentor.

Method(s) used to carry out this Who does it Evidence generated by this procedure procedure Needs analysis Questionnaire/ Profiling ƒ Centre Coordinator/ Director ƒ Questionnaire Web ƒ Advocate/ Mentor ƒ Profile Web Feedback from Information/ Induction ƒ Potential Learners ƒ Agenda Day ƒ Coordinator/ Director ƒ Programme for Info. Day ƒ Staff Team ƒ Advocate/Mentor Consult with Industry / education ƒ Centre Coordinator/ Director ƒ Reports providers / employers(work experience) ƒ Advocate ƒ Correspondence

Monitoring

Monitor (Job Title) Frequency Monitoring Method(s) ƒ Centre Coordinator/ Director ƒ Annually ƒ Learner Questionnaire & Staff Review ƒ Staff Review

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City of Cork Vocational Education Committee Service: Youthreach & Senior Traveller Training Centres Procedure Title: B5.2 Programme Design & Version: 1.0 Date: May 2006 Planning

Purpose: Ensure our programmes are planned and designed in a manner consistent with National, VEC and Institution Guidelines

Staff Involved: Centre Coordinator/Director, Staff Team, Administration Staff

Method(s) used to carry out this Who does it Evidence generated by this procedure procedure Annual Planning Meeting ƒ Centre Coordinator/Director ƒ Minutes ƒ Staff Team ƒ Agenda Preparation of Timetable ƒ Centre Coordinator/Director ƒ Timetable Check Module(FETAC) Guidelines ƒ Staff Team ƒ Module Descriptors ƒ Checklists

Monitoring

Monitor (Job Title) Frequency Monitoring Method(s) ƒ Centre Coordinator/ Director ƒ 3 times over year of Course ƒ Checking of Minutes ƒ Learner Review Sheets

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City of Cork Vocational Education Committee Service: Youthreach & Senior Traveller Training Centres Procedure Title: B5.3 Programme Approval Pre Version: 1.0 Date: May 2006 Submission for Validation

Purpose: Ensure that programmes are checked and approved by management prior to submission to FETAC

Staff Involved: Centre Coordinators/ Directors, Staff Team

Method(s) used to carry out this Who does it Evidence generated by this procedure procedure Initial consideration in Institution ƒ Centre Coordinator/Director ƒ Minutes ƒ Staff Team

Consideration by Board of Management ƒ Centre Coordinator/Director ƒ BOM Minutes and VEC ƒ VEC Correspondence Application to FETAC ƒ Centre Coordinator/Director ƒ FETAC Registration Application to DES ƒ Centre Coordinator/Director ƒ DES Approval ƒ City of Cork VEC Education Plan

Monitoring

Monitor (Job Title) Frequency Monitoring Method(s) ƒ Centre Coordinator/Director ƒ Biannually ƒ Reports

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City of Cork Vocational Education Committee Service: Youthreach & Senior Traveller Training Centres Procedure Title: B5.4 Programme Planning Version: 1.0 Date: May 2006

Purpose: Planning Timetables / Schedules of Delivery

Staff Involved: Centre Coordinator/Director, Staff Team

Method(s) used to carry out this Who does it Evidence generated by this procedure procedure Meeting(s) to devise blueprint ƒ Centre Coordinator/Director ƒ Minutes & Blueprints ƒ Staff Team

Creation of timetables from blueprint ƒ Centre Coordinator/Director ƒ Copy of Timetables

Monitoring

Monitor (Job Title) Frequency Monitoring Method(s) ƒ Centre Coordinator/Director ƒ Twice Yearly ƒ Review Meetings ƒ Staff Team ƒ Reports

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City of Cork Vocational Education Committee Service: Youthreach & Senior Traveller Training Centres Procedure Title: B5.5 Programme Delivery Version: 1.0 Date: May 2006 Purpose: The purpose of this Procedure is to deliver courses in a manner that meets all course requirements and maximises the learning opportunities for the broadest number of Learners. Staff Involved: Centre Coordinator/Director, Staff Team

Method(s) used to carry out this Who does it Evidence generated by this procedure procedure Qualifications/Skills Audit ƒ Centre Coordinator/Director ƒ Qualifications Evidence (Certs, Diplomas, CVs) Subject Teacher Meetings ƒ Centre Coordinator/Director ƒ Minutes ƒ Staff Team Resource Needs Analysis ƒ Centre Coordinator/Director ƒ Physical Environment (Rooms) ƒ Staff Team ƒ Stock Taking Sheets ƒ Resource Purchase Invoices Learner evaluation/feedback ƒ Centre Coordinator/Director ƒ Sample Questionnaire Programme Delivery Teacher’s ƒ Staff Team ƒ Results of Teacher’s Questionnaire Questionnaire( Q.F. Evaluation)

Monitoring

Monitor (Job Title) Frequency Monitoring Method(s) ƒ Centre Coordinator/Director-Course ƒ Twice Yearly ƒ Review Meetings, Minutes Director ƒ Minutes B5 Programme Delivery, Development & Review 75

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City of Cork Vocational Education Committee Service: Youthreach & Senior Traveller Training Centres Procedure Title: B5.6 Learner Records Version: 1.0 Date: May 2006

Purpose: Maintenance of learners’ records of attendance and achievement and those records are available for verification by FETAC, DES and VEC.

Staff Involved: Centre Coordinator/Director, Staff Team( Course Teacher), Admin Staff

Method(s) used to carry out this Who does it Evidence generated by this procedure procedure Attendance Register ƒ Course Teacher ƒ Attendance Records ƒ Admin Staff Assessment & Progress Records ƒ Course Teachers ƒ Progress Sheets Identify Special Needs ƒ Centre Coordinator/Director ƒ Reports- Needs Analysis. ƒ Staff Team( Course Teacher FETAC Results Sheets ƒ Staff Team( Course Teacher) ƒ Copies of Results Sheets ƒ Admin Staff

Monitoring

Monitor (Job Title) Frequency Monitoring Method(s) ƒ Centre Coordinator/Director ƒ Weekly ƒ Checking of Rolls & Records ƒ Course Director ƒ Contact with Teachers

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City of Cork Vocational Education Committee Service: Youthreach & Senior Traveller Training Centres Procedure Title: B5.7 Provision and Maintenance Version: 1.0 Date: May 2006 of Learning Facilities /Resources and Health & Safety

Purpose: Allocation of necessary resources to provide for successful participation of Learners on Programmes

Staff Involved: Centre Coordinator/Director, Staff Team

Method(s) used to carry out this Who does it Evidence generated by this procedure procedure Physical Needs Analysis ƒ Centre Coordinator/Director ƒ Rooms, Buildings allocated ƒ Staff Team ƒ School Budget Checking of Course Requirements ƒ Centre Coordinator/Director ƒ Stock Sheets(Material) against school resources ƒ Staff Team ƒ FETAC Course Guidelines Survey of Physical Facilities to meet ƒ Centre Coordinator/Director ƒ Survey Records needs of Disadvantaged Learners ƒ Staff Team Refer to Centre Health & Safety Rules ƒ Centre Coordinator/Director ƒ Centre Health & Safety Statement ƒ Staff Team ƒ Safety Guidelines to Staff Stocktaking/Equipment Maintenance ƒ Staff Team ƒ Stock Sheets ƒ Maintenance Records

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Monitoring

Monitor (Job Title) Frequency Monitoring Method(s) ƒ Centre Coordinator/Director ƒ Annually ƒ Record of Annual Review Meeting ƒ Staff Team

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YOUTHREACH & STTC SERVICE CITY OF CORK VEC

City of Cork Vocational Education Committee Service: Youthreach & Senior Traveller Training Centres Procedure Title: B5.8 Health & Safety Version: 1.0 Date: May 2006

Purpose: Maintenance of premises to ensure compliance with Health & Safety

Staff Involved: Centre Director/Coordinator, Safety Rep, Staff Team.

Method(s) used to carry out this Who does it Evidence generated by this procedure procedure Safety Statement ƒ Centre Director/Coordinator, ƒ Completed Safety Statement ƒ Safety Rep ƒ Minutes/Action Plans of Staff Meetings ƒ Staff Team ƒ Safety Training Records Safety Committee- H&S Review ƒ Centre Director/Coordinator, ƒ Health & Safety Plan ƒ Safety Rep ƒ Staff Team Staff Training / Evacuation Drills/ ƒ Centre Director/Coordinator, ƒ Staff Training Records Induction Process ƒ Safety Rep ƒ Evacuation Records ƒ Staff Team

Monitoring

Monitor (Job Title) Frequency Monitoring Method(s) ƒ Centre Director/Coordinator, ƒ Annually ƒ Staff Training Review ƒ Safety Rep ƒ Evacuation Records ƒ Staff Team B5 Programme Delivery, Development & Review 79

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City of Cork Vocational Education Committee Service: Youthreach & Senior Traveller Training Centres Procedure Title: B5.9 Programme Review Version: 1.0 Date: May 2006

Purpose: This Procedure describes how we review and evaluate our programmes in order to identify areas of weakness and to build on our strengths.

Staff Involved: Centre Coordinator/ Director, Staff Team

Method(s) used to carry out this Who does it Evidence generated by this procedure procedure Annual Course Review ƒ Organised by Centre Coordinator/ ƒ Minutes of Recommendations Director Learner Evaluation ƒ Staff Team ƒ Sample Copies of Evaluation Questionnaires Analysis of End of Programme Learner ƒ Centre Coordinator/ Director ƒ Reports of Externs Results ƒ Staff Team ƒ Reports to BOM/ VEC.

Monitoring

Monitor (Job Title) Frequency Monitoring Method(s) ƒ Centre Coordinator/Director ƒ Quarterly ƒ Checking of all Documentation mentioned above

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YOUTHREACH & STTC SERVICE CITY OF CORK VEC B6 Fair & Consistent Assessment of Learners

The City of Cork VEC is committed to providing a fair and consistent assessment of all learners by means of the following:

ƒ Having a planned, co-ordinated, team based approach to the delivery of its programmes

ƒ Ensuring that reasonable and appropriate accommodation is available to all learners for assessment on programmes provided

ƒ Striving to develop a co-ordinated approach to assessment that ensures appropriate methodologies and consistent standards are maintained and reviewed on a local and on a scheme basis

ƒ Regularly reviewing assessment policies and procedures to ensure compliance with national standards and requirements

ƒ Ensuring that assessments carried out by third parties (e.g. employers through work experience) conform to the all internal VEC assessment standards

ƒ Providing all learners with all information on the assessment methods and schedules that are adopted in the college/centres

ƒ Providing individual feedback to learners on their assessments

ƒ Maintaining all information, examination materials and answer papers in a suitable and secure environment

ƒ Maintaining final examination and assessment results securely indefinitely

B6 Fair and Consistent Assessment of Learners 81 CITY OF CORK VEC

City of Cork Vocational Education Committee Service: Further Education Centres Procedure Title: B6.1 Coordinated planning of Version: 1.0 Date: November 2006 Assessment Purpose: This procedure describes how assessment is planned in a coordinated manner across programmes and courses Staff Involved: Principal, Deputy Principal, Programme Staff, Examinations Staff, Administration Staff, Support Staff

Method(s) used to carry out this Who does it Evidence generated procedure ƒ Programme Design ƒ Principal ƒ Programme outline ƒ Deputy Principal ƒ Assessment Outline ƒ Programme Staff ƒ Draft Assessment Schedules ƒ Examination Staff ƒ Assessment/Examination Preparation ƒ Programme Staff ƒ Schedules ƒ Examination Staff ƒ Project/Assignment Briefs ƒ Examination papers ƒ Records of meetings ƒ Examination Timetabling ƒ Programme Staff ƒ Timetable of Exams ƒ Examination Staff

ƒ Supervision of Examinations ƒ Examination Staff ƒ Timetable of Exams/Supervisors ƒ Administration staff ƒ Examination Register ƒ Support Staff

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FURTHER EDUCATION SERVICE CITY OF CORK VEC Monitoring Monitor (Job Title) Frequency Monitor Methods ƒ Deputy Principal ƒ Annual Review ƒ Programme meeting ƒ Programme Staff ƒ Review of Evidence ƒ Examination Staff ƒ Quality assurance Management group ƒ Quality Assurance Management Group meeting records

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City of Cork Vocational Education Committee Service: Further Education Centres Procedure Title: B6.2 Information to Learners Version: 1.0 Date: November 2006

Purpose: This procedure describes how information is disseminated to students in relation to Assessments

Staff Involved: Principal, Deputy Principals, Programme Staff, Examination Staff, Administrative Staff, Support Staff, Quality assurance Management Group.

Method(s) used to carry out this Who does it Evidence generated procedure ƒ Programme documents ƒ Principal ƒ Prospectus ƒ Deputy Principals ƒ Programme documents ƒ Programme Staff ƒ Websites ƒ Student Induction ƒ Programme Staff ƒ Records of Meetings ƒ Programme information ƒ Programme Staff ƒ Assessment Schedules ƒ Examination dates ƒ Centres procedures ƒ Information to Students ƒ Programme Staff ƒ Notice boards ƒ Letters ƒ Website ƒ Feedback- Formal and informal ƒ Student handbook

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Monitoring Monitor (Job Title) Frequency Monitoring Method(s) ƒ Principal ƒ Annual Review ƒ Programme Meetings ƒ Deputy Principal ƒ Review of evidence ƒ Programme Staff ƒ Quality Assurance Management Group ƒ Examination Staff Meetings ƒ Quality Assurance Management Group

B6 Fair and Consistent Assessment of Learners 85

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City of Cork Vocational Education Committee Service: Further Education Centres Procedure Title: B6.3 Security of assessment and Version:1.0 Date related Processes and Material

Purpose: This procedure describes the security arrangements for Assessment Materials and Processes

Staff Involved: Principal, Deputy Principals, Programme Staff, Examinations Staff, Administration Staff, Support Staff, Caretaking and Maintenance Staff, Quality Assurance Management Group.

Method(s) used to carry out this Who does it Evidence generated procedure ƒ Centre Guidelines for staff ƒ Principal ƒ Assignment Recording System ƒ Deputy Principal ƒ Assessment Guidelines and ƒ Programme Staff Procedures ƒ Examination Staff ƒ Storage and Recording Guidelines ƒ Administration Staff ƒ Recording Guidelines and procedures ƒ Support Staff ƒ Guidelines for internal assessment ƒ Centre Guidelines for students ƒ Principal ƒ Examination and Assessment Rules ƒ Deputy Principal and Regulations – FETAC ƒ Programme Staff ƒ Examination and Assessment Rules ƒ Examination Staff and Regulations – Centre ƒ Administration Staff ƒ Programme Staff Meetings ƒ Programme Staff ƒ Agenda/Minutes of Meetings

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Method(s) used to carry out this Who does it Evidence generated procedure ƒ Examination/Assessment storage and ƒ Principal ƒ Designated and secure Storage retrieval procedures ƒ Deputy Principal Locations ƒ Programme Staff ƒ Storage and Recording Document ƒ Examination Staff ƒ Administration Staff ƒ Caretaking and Maintenance Staff

Monitoring Monitor (Job Title) Frequency Monitoring Method(s) ƒ Deputy Principal ƒ Ongoing ƒ Review of evidence ƒ Examination Staff ƒ Annual Review ƒ Quality Assurance Group Meetings ƒ Quality Assurance Management Group

B6 Fair and Consistent Assessment of Learners 87

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City of Cork Vocational Education Committee Service: Further Education Centres Procedure Title: B6.4 Reasonable Version: 1.0 Date: November 2006 Accommodation

Purpose: This procedure describes how assessment methodologies are adapted when necessary and reasonable, so as to cater for the needs of learners with a disability.

Staff Involved: Principal, Deputy Principals, Programme Staff, Examinations Staff, Administration Staff, Support Staff. External Moderator.

Method(s) used to carry out this Who does it Evidence generated by this procedure procedure ƒ Assessments adapted on an individual ƒ Programme Staff ƒ Adapted examination and Assignment needs basis and provision of ƒ Examination Staff briefs appropriate supports ƒ Support Staff ƒ Programme Staff Records ƒ Examination Staff records - provision of scribes, etc ƒ Guidelines for assessors ƒ Programme Staff ƒ Student Declaration Form and ƒ Examination Staff Supporting Documentation Support Staff ƒ External Moderation ƒ External moderator ƒ Centre report form

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Monitoring Monitor (Job Title) Frequency Monitoring Method(s) ƒ Principal ƒ Annually ƒ Review of evidence ƒ Deputy Principal ƒ Learner Feedback ƒ Programme Staff ƒ Support Staff ƒ Quality Assurance Management Group

B6 Fair and Consistent Assessment of Learners 89

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City of Cork Vocational Education Committee Service: Further Education Centres Procedure Title: B6.5 Consistency of marking Version: 1.0 Date: November 2006 between assessors

Purpose: This Procedure describes how assessors mark learner assessments in a fair and consistent fashion.

Staff Involved: Principal, Deputy Principal, Programme Staff, Examination Staff, Administration Staff, Support Staff, External Moderator, FETAC/NCVA Support Staff

Method(s) used to carry out this Who does it Evidence generated procedure ƒ Programme Meetings ƒ Programme Staff ƒ Examination papers ƒ Subject Meetings ƒ Examination Staff ƒ Marking Schemes ƒ Examination and Assessment Rules and Regulations ƒ Records of Results ƒ Programme Staff Training and ƒ Programme Staff ƒ Records of Training Days Development ƒ FETAC/NCVA support staff ƒ NCVA Support Service ƒ ON Line Tutorials http://www.sfe.ie/ ƒ External Moderation ƒ External Moderator ƒ External Moderators Report

ƒ FETAC Appeals Procedure ƒ Examination Staff ƒ Examination and Assessment Rules ƒ Programme Staff and regulations ƒ Record of Appeals

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Monitoring Monitor (Job Title) Frequency Monitoring Method(s) ƒ Principal ƒ Annually ƒ Review of evidence ƒ Deputy Principal ƒ Learner Feedback ƒ Programme Staff ƒ Examination Staff ƒ Support Staff ƒ Quality Assurance Management Group

B6 Fair and Consistent Assessment of Learners 91

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City of Cork Vocational Education Committee Service: Further Education Centres Procedure Title: B6.6 Assessment Performed by Version: 1.0 Date: November 2006 Third Parties

Purpose: This Procedure describes how assessments performed by external agencies are monitored to ensure compliance with VEC guidelines and standards

Staff Involved: Principal, Deputy Principal, Programme Staff, Examination Staff, Administration Staff, Support Staff, External Moderator, Quality Assurance Management Group

Method(s) used to carry out this Who does it Evidence generated procedure ƒ Programme Staff Coordination of Third ƒ Principal ƒ Agendas and Minutes of Meetings Part Assessments ƒ Deputy Principal ƒ Programme Staff Guidelines ƒ Programme Staff ƒ Third party guidelines ƒ Examination Staff ƒ Letters to Partners ƒ Administration Staff ƒ Guidelines for students document ƒ Programme Staff ƒ Guidelines Document o Work Experience File ƒ Examination Staff ƒ Monitoring of Work Experience ƒ Programme Staff ƒ Completed forms ƒ Site Visits (where appropriate) ƒ Correspondence ƒ Centre Contact with Placement ƒ Records of visits & phone calls ƒ Review of Students’ Work Experience ƒ Programme Staff ƒ Work Experience Diaries Diaries ƒ Completed Questionnaires/Reports ƒ Interview with students ƒ Questionnaires/Feedback

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Monitoring Monitor (Job Title) Frequency Monitoring Method(s) ƒ Principal ƒ Annually ƒ Review of evidence ƒ Deputy Principal ƒ Programme Staff ƒ Quality Assurance Management Group

B6 Fair and Consistent Assessment of Learners 93

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City of Cork Vocational Education Committee Service: Further Education Centres Procedure Title: B6.7 Consistency of Marking Version: 1.0 Date: November 2006 with National Standards

Purpose: This Procedure describes how a system exists to prepare for and assist the process of ensuring that assessors are marking in accordance with the national standard for the award. This process will normally involve representatives of FETAC and / or the former awarding bodies. Staff Involved: Principal, Deputy Principal, Programme Staff, Examination Staff, Administration Staff, Support Staff, External Moderator, Quality Assurance Management Group

Method(s) used to carry out this Who does it Evidence generated procedure ƒ Reports from External Examiner ƒ External Examiner/Monitor ƒ Reports ƒ Files ƒ Programme reports ƒ Programme Staff ƒ Programme Report ƒ Programme Team meetings ƒ Agendas/Minutes of meetings ƒ Learner Certification Records ƒ Programme Staff ƒ Programme Report ƒ Administration Staff ƒ Agendas/Minutes of Meetings

ƒ Guidelines for Assessors ƒ Programme Staff ƒ Centre Guidelines ƒ Examination Staff ƒ Assessment Guidelines ƒ Programme Guidelines

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Method(s) used to carry out this Who does it Evidence generated procedure ƒ Programme Staff Training ƒ Principal ƒ Staff training – needs analysis ƒ Deputy Principal ƒ Notifications of training ƒ Programme Staff ƒ Staff training records ƒ Examination Staff ƒ NCVA Support Service

Monitoring Monitor (Job Title) Frequency Monitoring Method(s) ƒ Principal ƒ Annually ƒ Review of Evidence ƒ Deputy Principal ƒ Programme Staff ƒ Examination Staff ƒ Quality Assurance Management Group

B6 Fair and Consistent Assessment of Learners 95

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City of Cork Vocational Education Committee Service: Further Education Centres Procedure Title: B6.8 Feedback to Learners Version: 1.0 Date: November 2006

Purpose: This Procedure describes Individual learners receive timely and constructive feedback on their assessments, which informs their participation on the programme. The feedback is appropriate to the nature of the assessment i.e. formative or summative. Staff Involved: Principal, Deputy Principal, Programme Staff, Examination Staff, Administration Staff, Support Staff, External Moderator, Quality Assurance Management Group

Method(s) used to carry out this Who does it Evidence generated by this procedure procedure ƒ Formal Record of Completed ƒ Programme Staff ƒ Assignment recording System Assessments ƒ Examination Staff ƒ Attendance Records ƒ Records of Attendance ƒ Subject Specific Feedback ƒ Programme Staff ƒ One to one Feedback – informal ƒ Review of Completed Elements ƒ Class feedback ƒ Feedback to Students on Participation ƒ Programme Staff ƒ Centre Attendance Records and Attendance ƒ Support for Learners on Individual and ƒ Support Staff ƒ Log of Sessions Personal issues ƒ Appointment Schedule (Confidential)

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Monitoring Monitor (Job Title) Frequency Monitoring Method(s) ƒ Principal ƒ Annually ƒ Review of Evidence ƒ Deputy Principal ƒ Programme Staff ƒ Examination Staff ƒ Quality Assurance Management Group

B6 Fair and Consistent Assessment of Learners 97

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City of Cork Vocational Education Committee Service: Further Education Centres Procedure Title: B6.9 Learner Appeals Version: 1.0 Date: November 2006

Purpose: This Procedure describes how Learners can appeal an assessment result which they consider to be unfair

Staff Involved: Principal, Deputy Principal, Programme Staff, Examination Staff, Administration Staff, Support Staff, External Moderator, Quality Assurance Management Group

Method(s) used to carry out this Who does it Evidence generated procedure ƒ Appeals Procedure ƒ Programme Staff ƒ Examination Appeals File ƒ Examination Staff ƒ Copy of N10: Appeals ƒ Record of learner Appeal ƒ Programme Staff ƒ Copy of N10: Appeals Application ƒ Examination Staff Form (FETAC) ƒ Examination Appeals File ƒ Student Examination Results Appeals File

Monitoring Monitor (Job Title) Frequency Monitoring Method(s) ƒ Principal ƒ Annual ƒ Review of Appeals and decisions ƒ Examination Staff ƒ Programme Staff ƒ Quality Assurance Management Group

B6 Fair and Consistent Assessment of Learners 98

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City of Cork Vocational Education Committee Service: Further Education Centres

Procedure Title: B6.10 Return of Certification Data Version: 1.0 Date: November 2006

Purpose: This Procedure describes how data submitted to FETAC for certification purposes is thoroughly checked for accuracy and eligibility and that details of this checking process are recorded. Staff Involved: Principal, Deputy Principal, Programme Staff, Examination Staff, Administration Staff, Support Staff, External Moderator, Quality Assurance Management Group

Method(s) used to carry out this Who does it Evidence generated procedure

ƒ Registration Data and Records ƒ Administration Staff ƒ FACILITY administration records ƒ Entry for Certification ƒ Programme Staff ƒ N1 Form - FETAC ƒ Examination Staff ƒ Administration Staff ƒ Return of certification data ƒ Programme Staff ƒ N3 Form - FETAC ƒ Examination Staff ƒ External Moderator

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Monitoring Monitor (Job Title) Frequency Monitoring Method(s) ƒ Principal ƒ Annual ƒ Review of Evidence ƒ Examination Staff ƒ Programme Staff ƒ Quality Assurance Management Group

B6 Fair and Consistent Assessment of Learners 100

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City of Cork Vocational Education Committee Service: Further Education Centres

Procedure Title: B6.11 Corrective Action Version: 1.0 Date: November 2006

Purpose: This Procedure describes how the Centre develops and implements an action plan to deal with errors, omissions and/or deliberate acts by learners, staff or contracted trainers, any of which impact on the validity of the assessment process.

Staff Involved: Principal, Deputy Principal, Programme Staff, Examination Staff, Administration Staff, Support Staff, External Moderator, Quality Assurance Management Group

Method(s) used to carry out this Who does it Evidence generated procedure ƒ Records of Internal Verification of ƒ Principal ƒ Records Assessment ƒ Deputy Principal ƒ Signature Lists/Signed ƒ Examination Staff ƒ Centre Procedure Document ƒ Programme Staff ƒ Assessment Event Log ƒ Examination Staff ƒ Records of Meetings ƒ Programme Staff ƒ Event Log ƒ Record of action ƒ Report ƒ Corrective Action Plan ƒ Principal ƒ Centre Procedure Document ƒ Deputy Principal ƒ Written Report ƒ Examination Staff ƒ Examination Staff Files. ƒ Programme Staff

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Monitoring Monitor (Job Title) Frequency Monitoring Method(s) ƒ Principal ƒ Annually ƒ Review of Assessment Procedures ƒ Deputy Principal and Guidelines ƒ Examination Staff ƒ Review of Incidents and Corrective ƒ Quality Assurance Management Action Reports Group

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City of Cork Vocational Education Committee Adult Literacy and Community Education Service Procedure Title: B6.1 Co-ordinated Planning Version: 1.0 July 2006

Purpose: This procedure ensures that all assessments are coordinated and planned in line with the needs of students.

Members of Service involved: Centre Director and Tutors.

Activities Method(s) used to carry out Who does it Evidence generated by this this procedure procedure Co-ordinated planning ƒ Meeting called ƒ Service Director. ƒ Minutes Book of Planning through ƒ Meeting is chaired and Meetings Bi-annual meetings minuted to plan assessment timeframe and procedures.

Monitoring Monitor (Job Title) Frequency Monitoring Method(s) ƒ Service Director. ƒ Bi-annually. ƒ Minutes Book. ƒ Records maintained.

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City of Cork Vocational Education Committee Adult Literacy and Community Education Service

Procedure Title: B6.2 Information to Learners Version: 1.0 July 2006

Purpose: This procedure ensures that learners have access to all relevant information regarding the assessment process.

Members of Service involved: Centre Director and Tutors.

Activities Method(s) used to carry out Who does it Evidence generated by this this procedure procedure Leaners issued with ƒ Handout prepared and ƒ Course Tutor. ƒ Copy of information information handout distributed on first evening handout. containing details regarding of course. dates, assessment and appeals procedures. Design handout containing ƒ Design agreed between ƒ Centre Director and Tutors. ƒ Copy of information relevant information. course team. handout.

Monitoring Monitor (Job Title) Frequency Monitoring Method(s) ƒ Centre Director and Tutors. ƒ Scheduled at the start of every course. ƒ Tutor Course Records.

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City of Cork Vocational Education Committee Adult Literacy and Community Education Service Procedure Title: B6.3 Security Version: 1.0 July 2006

Purpose: This procedure ensures that all assessment material is kept in a safe and secure manner to maintain the integrity of the assessment process.

Members of Service involved: Centre Director/Tutors.

Activities Method(s) used to carry out Who does it Evidence generated by this this procedure procedure Storage of Portfolios in a ƒ Records are monitored and ƒ Centre Director and Course ƒ Receipts and Records. secure location. receipts are issued. Tutor.

Monitoring Monitor (Job Title) Monitor (Job Title) Monitor (Job Title)

ƒ Centre director and Tutors. ƒ Ongoing. ƒ Inventory of portfolios.

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City of Cork Vocational Education Committee Adult Literacy and Community Education Service Procedure Title: B6.4 Reasonable Version: 1.0 July 2006 Accommodation

Purpose: This procedure ensures that the presenting needs of students are responded to in an appropriate manner.

Members of Service involved: Centre Director.

Activities Method(s) used to carry out Who does it Evidence generated by this this procedure procedure Student enrolment. ƒ Student’s presenting needs ƒ Course Tutor. ƒ Enrolment forms. are established and ƒ Correspondence from recorded during enrolment. referring agencies. Team Meeting to plan ƒ Include student’s needs on ƒ Centre Director and Course ƒ Enrolment forms. appropriate response to the agenda of planning Tutor. ƒ Planning Meeting Minutes. student needs. meetings.

Monitoring Monitor (Job Title) Monitor (Job Title) Monitor (Job Title) ƒ Centre Director ƒ Ongoing. ƒ Enrolment forms. ƒ Correspondence from referring agencies. ƒ Planning Meeting Minutes

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City of Cork Vocational Education Committee Adult Literacy and Community Education Service Procedure Title: B6.5 Consistency of marking Version: 1.0 July 2006 between assessors

Purpose: This procedure ensures that a consistent marking system and verification system is in place to maintain appropriate standards.

Members of Service involved: Centre Director.

Activities Method(s) used to carry out Who does it Evidence generated by this this procedure procedure Bi-annual meetings to co- ƒ Call and record meeting to ƒ Centre Director. ƒ External assessors’ ordinate marking system and plan procedures for verification reports. verification system. consistency between ƒ Minutes of Planning assessors. Meetings. ƒ Portfolios.

Monitoring Monitor (Job Title) Monitor (Job Title) Monitor (Job Title) ƒ Centre Director. ƒ Bi-annual. ƒ External assessors’ verification reports. ƒ Minutes of Meetings.

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City of Cork Vocational Education Committee Adult Literacy and Community Education Service Procedure Title: B6.6 Assessment Performed by Version: 1.0 July 2006 Third Parties

Purpose: NOT APPLICABLE IN THE ALCE SECTOR

Members of Service involved:

Activities Method(s) used to carry out Who does it Evidence generated by this this procedure procedure

Monitoring Monitor (Job Title) Monitor (Job Title) Monitor (Job Title)

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City of Cork Vocational Education Committee Adult Literacy and Community Education Service Procedure Title: B6.7 Consistency with National Version: 1.0 July 2006 Standards

Purpose: This procedure ensures that the marking system is in line with appropriate national standards.

Members of Service involved: Centre Director and Tutors

Activities Method(s) used to carry out Who does it Evidence generated by this this procedure procedure Staff attend FETAC and ƒ Staff are informed and ƒ Centre Director and Tutors. ƒ Booking and Registration NCVA in-services. issued with notices of Records. relevant in-services and events. Staff meetings to review ƒ External assessor reports ƒ Centre Director and Tutors. ƒ Minutes of Staff meetings. marking system and and marking systems are standards. reviewed as part of annual review.

Monitoring ƒ Monitor (Job Title) ƒ Monitor (Job Title) ƒ Monitor (Job Title) ƒ Centre Director. ƒ Annual. ƒ Training Calendar/Training Diary. ƒ ƒ Minutes of Staff Meetings.

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City of Cork Vocational Education Committee Adult Literacy and Community Education Service Procedure Title: B6.8 Feedback to Learners Version: 1.0 July 2006

Purpose: This procedure ensures that learners receive ongoing feedback regarding assessments.

Members of Service involved: Centre Director and Tutors.

Activities Method(s) used to carry out Who does it Evidence generated by this this procedure procedure Provide Feedback to ƒ Feedback provision built ƒ Course Tutor. ƒ Course summary content Learners. into course delivery. handout. ƒ Course Timetable (including named feedback sessions).

Monitoring Monitor (Job Title) Monitor (Job Title) Monitor (Job Title) ƒ Centre Director and Tutors. ƒ Scheduled as part of each individual ƒ Course Timetable. course. ƒ Session Record Sheets and Lesson Plans.

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City of Cork Vocational Education Committee Adult Literacy and Community Education Service

Procedure Title: B6.9 Learner Appeals Version: 1.0 July 2006 Purpose: This procedure ensures that students are facilitated to avail of appeal process when appropriate.

Members of Service involved: Centre Director and Course Tutor.

Activities Method(s) used to carry out Who does it Evidence generated by this this procedure procedure Learner appeals are ƒ Student appeals are ƒ Centre Director & Course ƒ All correspondence and processed. brought by tutor to Service Tutor. communications regarding Manager and forwarded to appeals are recorded. FETAC.

Monitoring Monitor (Job Title) Monitor (Job Title) Monitor (Job Title) ƒ Centre Director and Tutors. ƒ As arises. ƒ All correspondence and ƒ communications regarding appeal(s).

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City of Cork Vocational Education Committee Adult Literacy and Community Education Service Procedure Title: B6.10 Return of Certification Data Version: 1.0 July 2006 Purpose: This procedure ensures that all assessment data is verified and recorded accurately.

Members of Service involved: Centre Director

Activities Method(s) used to carry out Who does it Evidence generated by this this procedure procedure Maintain internal verification. ƒ One other member of staff ƒ Tutors. ƒ Tutor marking sheets. checks tutor-marking sheets. Check all records relating to ƒ Compare printout of online ƒ Centre Director. ƒ Online registration. the return of certification data. registration with marking ƒ Provisional results. sheets. ƒ Original entry for certification checked against provisional results.

Monitoring Monitor (Job Title) Monitor (Job Title) Monitor (Job Title) ƒ Centre Director and Tutors. ƒ Bi-annual. ƒ Records of all details relating to the return of certification data is monitored and processed.

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City of Cork Vocational Education Committee Adult Literacy and Community Education Service

Procedure Title: B6.11 Corrective Action Plan Version: 1.0 July 2006

Purpose: This procedure ensures that any error or irregularity within the assessment process will be corrected.

Members of Service involved: Centre Director/Tutors.

Activities Method(s) used to carry out Who does it Evidence generated by this this procedure procedure Corrective Action Plan put in ƒ Bi-annual planning and ƒ Centre Director. ƒ Copy of Corrective Action place and communicated to assessment meetings. Plan. tutors. ƒ Minutes of Meetings.

Monitoring Monitor (Job Title) Monitor (Job Title) Monitor (Job Title) ƒ Centre Director /Tutors. ƒ Bi-annual. ƒ Records of any actions arising as a result of corrective action measures being carried out.

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City of Cork Vocational Education Committee Service: Youthreach & Senior Traveller Training Centres Procedure Title: B6.1 Coordinated planning of Version: 1.0 Date: May 2006 Assessment

Purpose: Coordinated planning of Assessments. This procedure describes how the centre plans its assessment activities.

Staff Involved: Centre Coordinator/ Director, Resource Workers, Staff Team

Method(s) used to carry out this Who does it Evidence generated by this procedure procedure Examination Preparation Meetings ƒ Centre Coordinator/Director ƒ Examination Papers per subject ƒ Staff Team ƒ Agenda/Minutes of meetings Course Meetings ƒ Centre Coordinator/Director ƒ Evidence of Course outlines. Special accommodation Needs ƒ Resource Workers ƒ Detail of Assessment procedures per ƒ Subject Teachers subject. ƒ Agenda/Minutes of meetings Examination Timetabling Meetings ƒ Centre Coordinator/Director ƒ Detailed outline of subjects/ time/ date/ ƒ Staff Team location of examinations.

Monitoring

Monitor (Job Title) Frequency Monitoring Method(s) ƒ Centre Coordinator/ Director ƒ Ongoing ƒ Staff Meeting ƒ Resource Work ƒ Internal Centre Evaluation(As part of Quality Framework Initiative) B6 Fair and Consistent Assessment of Learners 114

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City of Cork Vocational Education Committee Service: Youthreach & Senior Traveller Training Centres Procedure Title: B6.2 Information for learners Version: 1.0 Date:May 2006

Purpose: Dissemination of Information to learners regarding assessments

Staff Involved: Centre Coordinator/Director, Resource Workers, Staff Team

Method(s) used to carry out this Who does it Evidence generated by this procedure procedure Course Induction ƒ Centre Coordinator/Director ƒ Subject/ Course guidelines ƒ Resource Workers ƒ FETAC website ƒ Staff Team ƒ Project/ Assignment briefs Introductory Lessons ƒ All Teaching Staff ƒ Module Descriptor ƒ Grading Structure Schedule of Assessments ƒ Centre Coordinator/Director ƒ FETAC Documents ƒ Resource Workers ƒ Notice Boards Notice Boards ƒ Centre Coordinator/Director ƒ Notice Boards Examination Timetables ƒ Resource Workers. ƒ FETAC schedule documents Assessment & Examination regulations ƒ FETAC documents Appeals System

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Monitoring

Monitor (Job Title) Frequency Monitoring Method(s) ƒ Centre Coordinator/ Director ƒ Ongoing ƒ Staff Meetings ƒ Internal Centre Evaluation & Planning ( Quality Framework.)

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City of Cork Vocational Education Committee Service: Youthreach & Senior Traveller Training Centres Procedure Title: B6.3 Security of Assessment Version: 1.0 Date: May 2006 Related Processes and Material

Purpose: Security of Assessment Materials & Processes

Staff Involved: Centre Coordinator/ Director, Subject Teachers

Method(s) used to carry out this Who does it Evidence generated by this procedure procedure Supervision Guidelines & Procedures ƒ Centre Coordinator/ Director ƒ Assessment Guidelines document ƒ Subject Teachers ƒ Staff Meeting minutes. Examiner’s Guidelines / Log ƒ Centre Coordinator/ Director ƒ Staff Meetings minutes ƒ Subject Teachers ƒ Examiners Guidelines document Assignment Receipt Book ƒ Subject Teachers ƒ Administration procedure(Specific Learning Outcomes) ƒ Receipt Book Assessment storage Guidelines ƒ Centre Coordinator/ Director ƒ Declaration Page( signed by teacher) ƒ Subject Teachers

Monitoring

Monitor (Job Title) Frequency Monitoring Method(s) ƒ Centre Coordinator/Director. ƒ Annually & Ongoing ƒ Staff Meetings - Minutes B6 Fair and Consistent Assessment of Learners 117

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City of Cork Vocational Education Committee Service: Youthreach & Senior Traveller Training Centres Procedure Title: B6.4 Reasonable Version: 1.0 Date: May 2006 Accommodation

Purpose: To accommodate Learners with disabilities

Staff Involved: Centre Coordinator/ Director, Resource Workers, Staff Team.

Method(s) used to carry out this Who does it Evidence generated by this procedure procedure Monitoring of Legislation and ƒ Centre Coordinator/ Director ƒ Staff in-service Departmental Policies ƒ Resource Workers ƒ Staff Meetings minutes Profiling Web ƒ Staff Team ƒ DES Documents ƒ Profiling Web Advice to Learners with special needs ƒ Centre Coordinator/ Director ƒ Record of Meeting ƒ Staff Team Guidelines for Assessors ƒ Centre Coordinator/ Director ƒ Staff Meetings minutes ƒ Copies of relevant guidelines Assessment Team Meetings ƒ Centre Coordinator/ Director ƒ Agenda ƒ Staff Meeting minutes ƒ Relevant Guidelines

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Monitoring

Monitor (Job Title) Frequency Monitoring Method(s) ƒ Centre Coordinator/ Director ƒ Biannually ƒ Minutes of Meetings

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City of Cork Vocational Education Committee Service: Youthreach & Senior Traveller Training Centres Procedure Title: B6.5 Consistency of marking Version: 1.0 Date: May 2006 between assessors Purpose: The purpose of the procedure is to ensure a consistent marking system, so that acceptable standards are reached at each level, which is supported by our internal verification system, to ensure fairness and transparency.

Staff Involved: Centre Coordinator/ Director, Resource Workers, Staff Team

Method(s) used to carry out this Who does it Evidence generated by this procedure procedure Course Meetings / Course Examination ƒ Centre Coordinator/ Director ƒ Record of meetings reports ƒ Resource Workers ƒ Standardised marking sheets ƒ Staff Team

Monitoring

Monitor (Job Title) Frequency Monitoring Method(s) ƒ Centre Coordinator/ Director ƒ Bi-annually ƒ Minutes of Staff Meetings ƒ Records of Appeal Process ƒ Quality Assurance Group Meeting(Staff Team)

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City of Cork Vocational Education Committee Service: Youthreach & Senior Traveller Training Centres Procedure Title: B6.6 Assessment performed by Version: 1.0 Date: May 2006 third parties Purpose: The procedure seeks to ensure that the external assessment is fair, standardised and transparent, by providing standardised grading criteria, standardised marking sheets and standardised work placement reports, and by providing written guidance re: learning outcome requirements. Staff Involved: Centre Coordinator/Director, Resource Workers, Staff Team(Subject Teacher), Advocate

Method(s) used to carry out this Who does it Evidence generated by this procedure procedure Standardised Grading Criteria ƒ Centre Coordinator/Director ƒ Standardised Sheets & Standardised Marking Sheets ƒ Staff Team Criteria ƒ Learner Diaries ƒ Signed Reports/Clarification Guidelines for Students on Work ƒ Centre Coordinator/Director ƒ Work Experience documents Experience ƒ Staff Team ƒ Checklist Insurance Provision ƒ Advocate ƒ Insurance Indemnity Document( VEC) Work Placement Reports/Visits ƒ Staff Team ƒ Work Placement Reports Written Guidance ƒ Advocate ƒ Records of Meetings/Telephone Calls with employers ƒ Supervision Reports Course Meetings ƒ Centre Coordinator/Director ƒ Minutes of Meeting FETAC Guidelines ƒ Centre Coordinator/Director ƒ FETAC Organiser files

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Monitoring

Monitor (Job Title) Frequency Monitoring Method(s) ƒ Centre Coordinator/Director ƒ Annually ƒ Course Meetings, Feedback from work experience and students.

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City of Cork Vocational Education Committee Service: Youthreach & Senior Traveller Training Centres Procedure Title: B6.7 Consistency of marking Version: 1.0 Date: May 2006 with national standards

Purpose: The purpose of this procedure is to show that there is a clear and consistent scheme/system of marking, which is in line with all national and international standards.

Staff Involved: Centre Coordinator/ Director, Staff Team, External Moderator

Method(s) used to carry out this Who does it Evidence generated by this procedure procedure Reports from External ƒ External Moderator ƒ Reports Examiners/Verifier ƒ Staff Team ƒ Portfolios Internal Verification Module Descriptors ƒ Centre Coordinator/ Director ƒ Module Descriptor outlines ƒ Staff Team Subject / Module Meetings ƒ Centre Coordinator/ Director ƒ Meeting Agenda ƒ Staff Team ƒ Meeting Minutes

Monitoring

Monitor (Job Title) Frequency Monitoring Method(s) ƒ Centre Coordinator/ Director ƒ Continuous at exam times ƒ Meetings/Reports ƒ External Mod ƒ Evaluation & External Reports

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City of Cork Vocational Education Committee Service: Youthreach & Senior Traveller Training Centres Procedure Title: B6.8 Feedback to learners Version: 1.0 Date: May 2006

Purpose: To ensure Learners receive appropriate and constructive feedback

Staff Involved: Centre Coordinator/ Director, Staff Team, Mentor, Advocate

Method(s) used to carry out this Who does it Evidence generated by this procedure procedure Graded Student Assignments ƒ Subject Teachers ƒ Written & Oral feedback on Assignments Tutor / Learner Meetings( One to one ƒ Subject Teachers ƒ Record of Meetings consultation) ƒ Mentor ƒ Feedback reports Feedback Sheets ƒ Subject Teachers ƒ Subject Evaluation Sheets ( Q.F.I.)

Employers/External Trainers ƒ Subject Teachers ƒ Work Placement Reports Work Placement ƒ Mentor ƒ Feedback Sheets ƒ Advocate

Monitoring

Monitor (Job Title) Frequency Monitoring Method(s) ƒ Centre Coordinator/ Director ƒ Bi-annually ƒ Staff Meetings ƒ Feedback/Evaluation sheets

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City of Cork Vocational Education Committee Service: Youthreach & Senior Traveller Training Centres

Procedure Title: B 6.9 Learners Appeals Version 1.0 Date May 2006

Purpose: Ensure Learners can appeal an assessment result they consider unfair

Staff involved: Centre Coordinator/Director, Resource Workers, Staff Team

Method(s) used to carry out this Who does it Evidence generated by this procedure procedure FETAC Appeals Procedure ƒ Centre Coordinator/ Director ƒ Copy of N10 Appeals Application Form ƒ Staff Team FETAC Record of Learner Appeal ƒ Centre Coordinator/ Director ƒ Copy of N10 Appeals Application Form ƒ Resource Workers FETAC

Monitoring

Monitor (Job Title) Frequency Monitoring Method(s)

ƒ Centre Coordinator/ Director ƒ Annually ƒ Review of appeals and decisions ƒ Staff Team ƒ staff meeting

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City of Cork Vocational Education Committee Service: Youthreach & Senior Traveller Training Centres Procedure Title: B6.10 Return of Certification Data Version: 1.0 Date: May 2006

Purpose: To ensure that data submitted to FETAC is thoroughly checked for accuracy

Staff involved: Centre Coordinator/ Director, Staff Team( Subject Teachers)

Method(s) used to carry out this Who does it Evidence generated by this procedure procedure Registration ƒ Centre Coordinator/ Director ƒ Internal Verification Records ƒ Staff Team Examination entries ƒ Centre Coordinator/ Director ƒ Internal Records ƒ Staff Team Examination Entries check ƒ Centre Coordinator/ Director ƒ Module Result Sheet N3 Check and Sign Module Results Sheets ƒ Staff Team( Subject Teachers)

Monitoring

Monitor Frequency Monitoring Method(s) ƒ Centre Coordinator/ Director ƒ Annually ƒ Verify and sign Module Result Sheets

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YOUTHREACH & STTC SERVICE CITY OF CORK VEC City of Cork Vocational Education Committee Service: Youthreach & Senior Traveller Training Centres

Procedure Title: B6.11 Corrective Action Version: 1.0 Date: May 2006

Purpose: To provide a set of procedures designed to deal with any breach of the security or integrity of our examination and assessment process.

Staff Involved: Centre Coordinator/Director, Subject Teachers.

Method(s) used to carry out this Who does it Evidence generated by this procedure procedure Internal Verification of Assessment ƒ Centre Coordinator/Director ƒ Subject Teachers files/records ƒ Subject Teachers Assessment event log ƒ Subject Teachers ƒ Files

Learner Verification ƒ Subject Teachers (with learners) ƒ Signed Portfolios of Work ƒ Teacher Files Written Report to relevant National Body ƒ Centre Coordinator/Director ƒ Record of Report

Monitoring

Monitor (Job Title) Frequency Monitoring Method(s) ƒ Centre Coordinator/Director ƒ As Necessary ƒ Staff and awarding body evaluation

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B7 Protection for Learners

The City of Cork VEC is committed to providing appropriate protection for all learners on its programmes. It is committed to:

ƒ Providing information on the conditions under which a programme can begin or can be ended

ƒ Setting appropriate criteria and methods for refunds in a timely manner

ƒ In the event of programme cessation, accommodating any practicable student transfer within and without the scheme where possible

Section 43 of the Qualifications (Education and Training) Act does not apply to the City of Cork VEC

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City of Cork Vocational Education Committee Service: Further Education Centres Cessation of Procedure Title: B7.1 Version: 1.0 Date: November 2006 Programme(‘s)

Purpose: This Procedure describes how learners are protected and provided for in the event of a programme ceasing unexpectedly

Staff Involved: Principal, Programme Staff, VEC Education Officer

Method(s) used to carry out this Who does it Evidence generated procedure ƒ Development of a Protection of ƒ City of Cork VEC ƒ Policy Statement Learners policy and Guidelines ƒ Principal ƒ Guidelines ƒ Programme Staff ƒ Informing Learners of procedures that ƒ Admissions/Publicity Officer ƒ Prospectus will be followed in the event a course ƒ Programme Staff ƒ Induction records ceases unexpectedly o Included of Policy in prospectus o Information session at induction ƒ Learners sign a document to ƒ Programme Staff ƒ Signed Document acknowledge awareness of policy as part of the registration process

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Method(s) used to carry out this Who does it Evidence generated procedure ƒ Relocation of learners procedure for ƒ Principal ƒ Correspondence from other providers instances when program cease ƒ Cork City VEC ƒ Record of Transfer unexpectedly ƒ Support Staff ƒ Records from support staff/counselling o Identification of similar courses in other institutions o Individual placement counselling with affected learners

Monitoring Monitor (Job Title) Frequency Monitoring Method(s) ƒ Principal ƒ Annual ƒ Review of Policy and Transfer Records ƒ Quality Assurance Management Group ƒ City of Cork VEC

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City of Cork Vocational Education Committee Adult Literacy and Community Education Service

Procedure Title: B7.1 Cessation of Programme Version: 1.0 July 2006 Purpose: This procedure ensures that learners enrolled on programmes will be provided with alternative opportunities to complete their learning in the event of a programme ceasing unexpectedly.

Members of Service involved: Education Officer, Adult Education Officer, Centre Director, Tutors and Students

Activities Method(s) used to carry out Who does it Evidence generated by this this procedure procedure Establish list of similar ƒ Liaise with other relevant ƒ Centre Director in ƒ Service Directories and course(s) in relevant agencies including local conjunction with CCVEC’s Brochures. locations. education network. Community and Literacy ƒ Letter of communications ƒ Compile service directory of Adult Education Guidance between service providers. courses. Service. ƒ Network Meeting Minutes. ƒ Agree arrangements for transfer of students. Learners are advised of all ƒ Student briefed and issued ƒ Course Tutor. ƒ Introduction leaflet for procedures at the start of with information as part of students. each course. the introduction session of each course. Advise students of the ƒ Facilitate and assist ƒ Centre Director and Tutors. ƒ Correspondence with other alternative venues available students in locating to an service providers. to complete course alternative suitable course ƒ Network Meeting Minutes. to complete certification.

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A.L.C.E. SERVICE CITY OF CORK VEC Monitoring Monitor (Job Title) Frequency Monitoring Method(s) ƒ Centre Director & Course Tutors. ƒ As arises. ƒ Tracking of similar course being offered at alternative venues.

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City of Cork Vocational Education Committee Service: Youthreach & Senior Traveller Training Centres Cessation of Procedure Title: B7.1 Version: 1.0 Date: October 2006 Programme(‘s)

Purpose: This Procedure describes how learners are protected and provided for in the event of a programme ceasing unexpectedly

Staff Involved: Centre Directors/Coordinators, Staff Team

Activities Method(s) used to carry out Who does it Evidence generated this procedure Development of a Protection ƒ Meeting of Policy ƒ Centre ƒ Policy Statement of Learners policy and development group Directors/Coordinators ƒ Guidelines Guidelines ƒ Staff Team Learners indicate policy ƒ Learners sign a document ƒ Centre ƒ Signed Document understanding and to acknowledge awareness Directors/Coordinators acceptance of policy ƒ Staff Team Relocation of learners ƒ Identification of similar ƒ Centre ƒ Correspondence from other courses in other institutions Directors/Coordinators providers ƒ Individual placement ƒ Record of Transfer counselling with affected ƒ Records from support learners staff/counselling

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Monitoring

Monitor (Job Title) Frequency Monitoring Method(s) ƒ Centre Directors/Coordinators ƒ Annual ƒ Review of Policy and transfer records ƒ Staff Team

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B8 Sub-contracting/Procuring Programme Delivery

From time to time the City of Cork VEC may be involved in the delivery of programmes developed by other organisations or in subcontracting its own programmes, developed in its colleges, to other organisations. In this regard the VEC commits to:

ƒ Applying appropriate selection criteria in the process that determines the provider of any programme,

ƒ Having an appropriate written contract arrangements in place in relation to external programme delivery

ƒ Having regular reporting and review of all aspects of the programme delivery

ƒ Putting a monitoring procedure in place to evaluate the delivery and arrangements outlined in the written contract

The City of Cork VEC retains the overall responsibility as the primary or contracting provider, for any and all programs or courses subcontracted by it to other agencies or entities.

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City of Cork Vocational Education Committee Service: Further Education Centres Selection of Second Procedure Title: B8.1 Version: 1.0 Date: November 2006 Provider

Purpose: This Procedure describes how centre’s should define criteria to assist in the selection of a second provider

Staff Involved: Principal, FETAC Coordinator, Programme Staff, Quality Assurance Management Group, VEC Education Officer

Method(s) used to carry out this Who does it Evidence generated procedure ƒ Development of a subcontracting ƒ Principal ƒ Subcontracting Criteria (course criteria ƒ Programme Staff specific) o Identification of needs ƒ VEC Education Officer o Meeting of course development team ƒ Identification of suitable providers ƒ Principal ƒ Meeting records o Liaison with industry ƒ Programme Staff ƒ Advertisement/tender documentation expert groups ƒ VEC Education Officer o Open advertisement/tender

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Monitoring Monitor (Job Title) Frequency Monitoring Method(s) ƒ Principal ƒ Annual ƒ Review of recorded documentation ƒ Course Directors ƒ Quality Assurance Management Group ƒ VEC Education Officer

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City of Cork Vocational Education Committee Service: Further Education Centres

Procedure Title: B8.2 Contract Arrangements Version: 1.0 Date: November 2006

Purpose: This Procedure describes how the written contract between the centre and a second provider is developed to specify clearly the respective responsibilities of the first and second provider in instances where subcontracting is necessary

Staff Involved: Principal, Programme Staff, Quality Assurance Management Group, VEC Education Officer

Method(s) used to carry out this Who does it Evidence generated procedure ƒ Development of a specific contract ƒ Principal ƒ Copy of Contract o Contract meeting ƒ Programme Staff ƒ Correspondence between first and o Statement of responsibilities ƒ Quality Assurance Management Group second provider o Defining service delivery criteria ƒ VEC Education Officer ƒ Minutes of meetings o Quality Assurance requirements

Monitoring Monitor (Job Title) Frequency Monitoring Method(s) ƒ Principal ƒ Annually ƒ Review of recorded documentation ƒ Quality Assurance Management Group ƒ VEC Education Officer

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City of Cork Vocational Education Committee Service: Further Education Centres

Procedure Title: B8.3 Reporting Arrangements Version: 1.0 Date: November 2006

Purpose: This Procedure describes how agreed reporting structures are decided between the first and second contractor as part of the subcontracting arrangement

Staff Involved: Principal, Programme Staff, Quality Assurance Management Group, VEC Education Officer

Method(s) used to carry out this Who does it Evidence generated procedure ƒ Development of an agreed reporting ƒ Principal ƒ Copy of agreed reporting protocol structure ƒ Programme Staff ƒ Correspondence between first and o Contract meeting ƒ Quality Assurance Management Group second provider o Statement of requirements ƒ VEC Education Officer ƒ Minutes of meetings o Defining reporting structures and mechanisms

Monitoring Monitor (Job Title) Frequency Monitoring Method(s) ƒ Principal ƒ Annually ƒ Review of recorded documentation ƒ Course Directors ƒ Quality Assurance Management Group ƒ VEC Education Officer

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City of Cork Vocational Education Committee Service: Further Education Centres

Procedure Title: B8.4 Monitoring Arrangements Version: 1.0 Date: November 2006

Purpose: This Procedure describes how the quality of the second providers programme delivery will be monitored

Staff Involved: Principal, Programme Staff, Quality Assurance Management Group, VEC Education Officer

Method(s) used to carry out this Who does it Evidence generated procedure ƒ Learner Review ƒ Programme Staff ƒ Evaluation forms o Learner evaluation form ƒ Learners ƒ Qualitative report based on evaluation forms ƒ Defined reporting structure for second ƒ Second providers ƒ Second provider reports provider ƒ Program Staff ƒ Analysis of reports ƒ Reporting schedule

Monitoring Monitor (Job Title) Frequency Monitoring Method(s) ƒ Principal ƒ Ongoing ƒ Review of recorded documentation ƒ Course Directors ƒ Quality Assurance Management Group ƒ VEC Education Officer

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City of Cork Vocational Education Committee Service: Youthreach & Senior Traveller Training Centres Selection of Second Procedure Title: B8.1 Version: 1.0 Date: October 2006 Provider

Purpose: This Procedure describes how centre’s should define criteria to assist in the selection of a second provider

Staff Involved: Centre Directors/Coordinators, Staff Team, VEC Education Officer

Activities Method(s) used to carry out Who does it Evidence generated this procedure Identification of suitable ƒ Liaison with industry expert ƒ Centre ƒ Meeting records providers groups Directors/Coordinators ƒ Advertisement/tender ƒ Open advertisement/tender ƒ Staff Team documentation ƒ VEC Education Officer

Monitoring Monitor (Job Title) Frequency Monitoring Method(s) ƒ Centre Directors/Coordinators ƒ Annual ƒ Review of recorded documentation ƒ Staff Team ƒ VEC Education Officer

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City of Cork Vocational Education Committee Service: Youthreach & Senior Traveller Training Centres

Procedure Title: B8.2 Contract Arrangements Version: 1.0 Date: October 2006

Purpose: This Procedure describes how the written contract between the centre and a second provider is developed to specify clearly the respective responsibilities of the first and second provider in instances where subcontracting is necessary

Staff Involved: Centre Directors/Coordinators, Staff Team, VEC Education Officer

Activities Method(s) used to carry out Who does it Evidence generated this procedure Development of a specific ƒ Contract meeting ƒ Centre Directors/Coordinators ƒ Copy of Contract contract ƒ Statement of responsibilities ƒ Staff Team ƒ Correspondence between ƒ Defining service delivery ƒ VEC Education Officer first and second provider criteria ƒ Minutes of meetings ƒ Quality Assurance requirements

Monitoring Monitor (Job Title) Frequency Monitoring Method(s) ƒ Centre Directors/Coordinators ƒ Annually ƒ Review of recorded documentation ƒ Staff Team ƒ VEC Education Officer

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City of Cork Vocational Education Committee Service: Youthreach & Senior Traveller Training Centres

Procedure Title: B8.3 Reporting Arrangements Version: 1.0 Date: October 2006

Purpose: This Procedure describes how agreed reporting structures are decided between the first and second contractor as part of the subcontracting arrangement

Staff Involved: Centre Directors/Coordinators, Staff Team , VEC Education Officer

Activities Method(s) used to carry out Who does it Evidence generated this procedure Development of an agreed ƒ Contract meeting ƒ Centre ƒ Copy of agreed reporting reporting structure ƒ Statement of requirements Directors/Coordinators protocol ƒ Defining reporting structures ƒ Staff Team ƒ Correspondence between and mechanisms ƒ VEC Education Officer first and second provider ƒ Minutes of meetings

Monitoring Monitor (Job Title) Frequency Monitoring Method(s) ƒ Centre Directors/Coordinators ƒ Annually ƒ Review of recorded documentation ƒ Staff Team ƒ VEC Education Officer

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City of Cork Vocational Education Committee Service: Youthreach & Senior Traveller Training Centres

Procedure Title: B8.4 Monitoring Arrangements Version: 1.0 Date: October 2006

Purpose: This Procedure describes how the quality of the second providers programme delivery will be monitored

Staff Involved: Centre Directors/Coordinators, Staff Team , VEC Education Officer

Activities Method(s) used to carry out Who does it Evidence generated this procedure Learner review ƒ Learner evaluation form ƒ Centre ƒ Evaluation forms Directors/Coordinators ƒ Qualitative report based on ƒ Staff Team evaluation forms Defining reporting structure ƒ Written reports from second ƒ Second providers ƒ Second provider reports for second provider provider ƒ Centre ƒ Analysis of reports Reporting schedule Directors/Coordinators

Monitoring Monitor (Job Title) Frequency Monitoring Method(s) ƒ Centre Directors/Coordinators ƒ Ongoing ƒ Review of recorded documentation ƒ Staff Team ƒ VEC Education Officer

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B9 Self Evaluation of Programmes And Services

The City of Cork VEC’s commitment to the provision of the highest quality education service to learners requires that regular and ongoing evaluation of its programmes be undertaken. The City of Cork VEC has commenced the development of a comprehensive evaluation structure that includes:

ƒ Clear statements of the purpose and scope of programme evaluation

ƒ Regular and ongoing consultation with staff with the focus on improving course development and delivery

ƒ Identification of clear mechanism of programme evaluation that will include all stakeholders in the programme i.e. learners, staff and management

ƒ Outline of where responsibility for programme evaluation is placed

ƒ Commitment to provide for meetings of stakeholders (including learners) at least once during the delivery of a programme to evaluate the programme

ƒ Integration of the recommendation of programme evaluation into ongoing programme delivery subject to available resources

ƒ Commitment to the inclusion of appropriate external evaluation in the programme evaluation process

The City of Cork VEC believes that self evaluation is an integral component of effective programme delivery, and is committed to supporting its staff in the development of expertise to participate fully in this process.

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City of Cork Vocational Education Committee Service: Further Education Centres Assignment of Procedure Title: B9.1 Version: 1.0 Date: November 2006 responsibility

Purpose: This Procedure describes how responsibility is assigned to engaged participants for self evaluation

Staff Involved: Principal, Programme Staff, Quality Assurance Management Group

Method(s) used to carry out this Who does it Evidence generated procedure ƒ Assignment of responsibilities and ƒ Principal ƒ Minutes of QA meeting duties to engaged participants ƒ Deputy Principal ƒ Schedule of Self Evaluation ƒ Quality Assurance Management Group components ƒ Program Staff ƒ Quality Assurance framework document

Monitoring Monitor (Job Title) Frequency Monitoring Method(s) ƒ Board of Management ƒ Annually ƒ Review of Self Evaluation planning ƒ Principal documents ƒ Program Staff ƒ PER’s (programme evaluation reports) ƒ Quality Assurance Management ƒ PIP’s (Programme improvement plans) Group ƒ VEC Education Officer

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City of Cork Vocational Education Committee Service: Further Education Centres

Procedure Title: B9.2 Frequency Version: 1.0 Date: November 2006

Purpose: This Procedure describes how the frequently self evaluation is undertaken

Staff Involved: Principal, Deputy Principal, Programme Staff, Quality Assurance Management Group

Method(s) used to carry out this Who does it Evidence generated procedure ƒ Three year cycle for auditing ƒ Principal ƒ Quality Assurance Procedures programmes and awards with approx ƒ Deputy Principal documentation 33% of programmes undergoing self ƒ Quality Assurance Management Group ƒ Minutes of meetings evaluation every year ƒ Programme Staff

Monitoring Monitor (Job Title) Frequency Monitoring Method(s) ƒ Board of Management ƒ Annually ƒ QA Procedures documentation and ƒ Principal manual ƒ Quality Assurance Management ƒ Review of minutes of meetings Group ƒ External Evaluator

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City of Cork Vocational Education Committee Service: Further Education Centres

Procedure Title: B9.3 Range Version: 1.0 Date: November 2006

Purpose: This Procedure describes the arrangements for determining the range and grouping of courses to be evaluated in a cycle

Staff Involved: Principal, Deputy Principal, Programme Staff, Quality Assurance Management Group

Method(s) used to carry out this Who does it Evidence generated procedure ƒ Review of Programmes and Courses ƒ Principal ƒ Annual course report to identify commonalities and linkages ƒ Deputy Principal ƒ Course grouping document within Departments and across ƒ Quality Assurance Management Group departments ƒ Programme Staff ƒ Audit of individual programmes re: ƒ Quality Assurance Management Group ƒ Annual course report entry requirements, enrolments, class ƒ Programme Staff sizes and modules studied

Monitoring Monitor (Job Title) Frequency Monitoring Method(s) ƒ Quality Assurance Management Group ƒ Annually ƒ Verification of course monitoring reports and programme documentation

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City of Cork Vocational Education Committee Service: Further Education Centres

Procedure Title: B9.4 Learner Involvement Version: 1.0 Date: November 2006

Purpose: This Procedure describes the arrangements for involving learners in the evaluation process

Staff Involved: Principal, Deputy Principal, Programme Staff, Quality Assurance Management Group

Method(s) used to carry out this Who does it Evidence generated procedure ƒ Student representative council ƒ Principal ƒ Meeting agenda and minutes meetings ƒ Programme Staff ƒ Course review meetings with student ƒ Programme Staff ƒ Meeting agenda and minutes representatives ƒ Student representatives ƒ Course Report

ƒ Student evaluation form for all ƒ Course Director ƒ Completed questionnaires participants on completion of course ƒ Programme Staff ƒ Analysis of feedback ƒ Course Report

Monitoring Monitor (Job Title) Frequency Monitoring Method(s) ƒ Principal ƒ Annually ƒ Review of reports and documentation ƒ Quality Assurance Monitoring Group

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City of Cork Vocational Education Committee Service: Further Education Centres Procedure Title: B9.5 External evaluator Version: 1.0 Date: November 2006

Purpose: This Procedure describes the criteria for selection and appointment of external evaluators Staff Involved: Principal, Deputy Principal, Programme Staff, Quality Assurance Management Group, VEC Education Officer

Method(s) used to carry out this Who does it Evidence generated procedure ƒ Establishment of a panel of External ƒ Cork City VEC ƒ Criteria for Selection evaluators based on : ƒ Principal ƒ Contract of Employment o Education/Training Expertise ƒ Deputy Principals o Involvement in FETAC ƒ Quality Assurance Management Group programme development and delivery o Experience of Evaluation

Monitoring Monitor (Job Title) Frequency Monitoring Method(s) ƒ Board of Management ƒ Annually ƒ Review of External Evaluator reports ƒ Principal ƒ Review of PIP’s ƒ Quality Assurance Management ƒ Review of feedback from Course Group Directors ƒ VEC Education Officer ƒ Review of Quality Assurance Management Group feedback B9 Self Evaluation of Programmes & Services 150

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City of Cork Vocational Education Committee Service: Further Education Centres

Procedure Title: B9.6 Methodology Version: 1.0 Date: November 2006

Purpose: This Procedure describes the criteria and methodologies to be employed in carrying out self evaluation

Staff Involved: Principal, Deputy Principal, Programme Staff, Quality Assurance Management Group

Methodology that will be used to carry out the Evaluation

ƒ Purposes:

The self-evaluation of programmes will be carried out on a three yearly rotating basis, allowing for a complete, in-depth examination of all programmes over the cycle. A range of evaluation techniques will be utilised throughout the course of the evaluation process.

ƒ Resources:

Financial, personnel and other resources necessary for the conducting of the evaluation will be included in the centre planning structures.

ƒ What is to be evaluated: All programmes offered by the City of Cork VEC Further Education service will be evaluated through the application of the criteria set out in the FETAC “Self Evaluation Checklist”

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Each centre will conduct an initial evaluation of the programmes under review by applying the evaluation checklist separately to each programme. The evaluation will focus on the process, i.e. to what extent are all the programmes procedures operating effectively and responsive to the needs and requirements of all partners’ involved in the programme.

A draft report, based on the findings of the evaluation will be prepared for discussion and consideration. The report will contain both Quantitative and Qualitative information:

Quantitative: Participation rates, attendance rates, achievement/pass rates in assessments, etc. Quantitative date will be obtained from centre records and questionnaires

Qualitative: Staff feedback, learner feedback, employer feedback, etc. Qualitative data will be gathered through formal and informal mechanisms, and will provide a valuable resource when considering the programme, its implementation and development.

ƒ Reporting:

The draft report will be considered and reviewed by an external evaluator, who will verify the findings of the report and, through their own response to the report, make suggestions for development and improvement. A final agreed evaluation report, based on the initial draft report and the external evaluators report, will be prepared by the programme staff.

A Programme Improvement Plan will be prepared and presented to centre management for adoption. The purpose of the Programme Improvement Plan is to direct the programmes reviewed in order to maintain and improve the quality of service delivered to learners.

The centre will forward a copy of the agreed Self Evaluation Report and the Programme improvement Plan to FETAC for consideration.

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FURTHER EDUCATION SERVICE CITY OF CORK VEC Monitoring Monitor (Job Title) Frequency Monitoring Method(s) ƒ Principal ƒ Annually ƒ Review of Evidence ƒ Quality Assurance Management Group

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City of Cork Vocational Education Committee Adult Literacy and Community Education Service Procedure Title: B9.1 Assignment of Version: 1.0 July 2006 Responsibility

Purpose: This procedure is to appoint a person who will facilitate the service to conduct an effective self-evaluation according to the principles as outlined by FETAC.

Members of Service involved: Education Officer, Adult Education Officer, Centre Director and Tutors.

Activities Method(s) used to carry out Who does it Evidence generated by this this procedure procedure CCVEC Assign person to ƒ Terms of reference and job ƒ City of Cork VEC. ƒ Terms of Reference and position. description amended to Duties. include duties with responsibility for FETAC QA Self Evaluation.

Monitoring Monitor (Job Title) Frequency Monitoring Method(s) ƒ EO, AEO, Centre Director. ƒ Upon appointment. ƒ Job description. ƒ Education Officer ensures that managers are assigned this responsibility.

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City of Cork Vocational Education Committee Adult Literacy and Community Education Service Procedure Title: B9.2 Frequency of Evaluations Version: 1.0 July 2006

Purpose: This procedure ensures that the criteria set for the frequency of the self-evaluation process are appropriate to the quality, delivery and operation of the service.

Members of Service involved: Education Officer, Adult Education Officer, Centre Director and Tutors.

Activities Method(s) used to carry out Who does it Evidence generated by this this procedure procedure Set date over three year Communicate with all Centre Director Notice of meetings. cycle. stakeholders regarding Minutes of meetings. establishment of date(s) for Reports. meeting(s).

Monitoring Monitor (Job Title) Frequency Monitoring Method(s) Education Officer, Adult Education Three-year cycle Reports. Officer and Centre Director. NOTE: The extent of provision across all Minute Books. centres of the AL&CE service does not Records. produce a volume of workload that would require more regular self- evaluations.

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City of Cork Vocational Education Committee Adult Literacy and Community Education Service Procedure Title: B9.3 Range of Programmes Version: 1.0 July 2006

Purpose: This procedure ensures that programmes are grouped appropriately for the purposes of the self-evaluation process.

Members of Service involved: Education Officer, Adult Education Officer, Centre Director and Tutors.

Activities Method(s) used to carry out Who does it Evidence generated by this this procedure procedure Full range of FETAC Modules offered in the last Centre Director. Self Evaluation Report. programmes are evaluated three year cycle are included. within the three year cycle.

Monitoring Monitor (Job Title) Frequency Monitoring Method(s) Education Officer, Adult Education Three year cycle, Copies of FETAC on-line registration Officer, Centre Director and Tutors. within past three years. Copy of FETAC on-line Centre modules list.

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City of Cork Vocational Education Committee Adult Literacy and Community Education Service Procedure Title: B9.4 Learner input into Version: 1.0 July 2006 Evaluation

Purpose: The procedure ensures that learners make an effective contribution to the self-evaluation process.

Members of Service involved: Education Officer, Adult Education Officer, Centre Director, Tutors and Students.

Activities Method(s) used to carry out Who does it Evidence generated by this this procedure procedure Learner evaluation reports Students complete evaluation Course Tutor and Students. Completed Evaluation are gathered. reports at end of each reports. course. Students’ evaluation reports Staff/ Tutor meeting. Centre Director and Tutors. Summary of student are reviewed and information feedback. gathered. Student feedback is Summary of student Centre Director and Tutors. Self Evaluation Report. incorporated into Self feedback is included in the Evaluation Report. evaluation process.

Monitoring Monitor (Job Title) Frequency Monitoring Method(s) Education Officer, Adult Education Self Evaluation process on three year Meetings. Officer, Centre Director, Tutors and cycle incorporates Student feedback Final Self Evaluation Report. Students. gathered throughout cycle.

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City of Cork Vocational Education Committee Adult Literacy and Community Education Service Selection of External Procedure Title: B9.5 Version: 1.0 Evaluator July 2006

Purpose: This procedure ensures that criteria set for the selection of the External Evaluator are appropriate and in line with FETAC requirements.

Members of Service involved: Education Officer, Adult Education Officer and Centre Director.

Activities Method(s) used to carry out Who does it Evidence generated by this this procedure procedure Recruit and select external Selection criteria include AEO and Centre Director. Copy of criteria and evaluator according to set having appropriate recruitment procedure. criteria. experience in the provision of CV of External Evaluator. FETAC delivery in the Literacy/ Community Education Service.

Monitoring Monitor (Job Title) Frequency Monitoring Method(s) Education Officer, Adult Education Three year cycle. Contracts/ Terms of reference for Officer and Centre Director. External Evaluator.

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City of Cork Vocational Education Committee Adult Literacy and Community Education Service

Procedure Title: B9.6 Methodology of Evaluation Version: 1.0 July 2006

Purpose: This procedure ensures that a suitable and appropriate methodology is in place to carry out the evaluation process.

Members of Service involved: Education Officer, Adult Education Officer, Centre Director, Tutors and Students.

Methodology that will be used to carry out the Evaluation

Stage 1 Review Student Evaluations Reports in each Centre (done by individual Centre). Summarize feedback in a Report under specific headings.

Stage 2 (Facilitator to attend) Centre Director calls meeting with all personnel involved with FETAC provision in Centre.

Stage 3 (Facilitator to lead) Centre Director in AL/CE Service form team to work with External Evaluator. Generate combined Self Evaluation Report under nominated headings Stage 4 (Facilitator to lead) Create Programme Improvement Plan. Circulate and amend both documents.

Publish Self Evaluation Report and issue to all service providers and to FETAC.

Stage 5 Implement Programme Improvement Plan.

Stage 6 Centre Director calls meeting to implement review.

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A.L.C.E. SERVICE CITY OF CORK VEC Monitoring Monitor (Job Title) Frequency Monitoring Method(s) Education Officer, Adult Education Three year cycle Self Evaluation Report, Programme Officer and Centre Director. Improvement Plan, minutes of meetings.

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City of Cork Vocational Education Committee Service: Youthreach & Senior Traveller Training Centres Assignment of Procedure Title: B9.1 Version: 1.0 Date: May 2006 responsibility

Purpose: Responsibility for Co-ordinating / conducting Self-evaluation

Staff Involved: Centre Coordinator/Director, Staff Team( Quality Assurance Working Group), Education & Training Subcommittee ( VEC)

Method(s) used to carry out this Who does it Evidence generated procedure

Quality Framework Initiative • Centre Coordinator/Director • Internal Centre Evaluation Report • Staff Team Internal Centre Evaluation (ICE)

Monitoring Monitor (Job Title) Frequency Monitoring Method(s) Centre Coordinator/Director • Annually • ICE Report

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City of Cork Vocational Education Committee Service: Youthreach & Senior Traveller Training Centres

Procedure Titles: B9.2 Frequency Version: 1.0 Date: May 2006

Purpose: Timetabling of Self-evaluation Programmes

Staff Involved: Centre Coordinator/Director, Staff Team (Quality Assurance Working Group)

Method(s) used to carry out this Who does it Evidence generated procedure Internal Centre Evaluation (ICE) • Centre Coordinator/Director • Dates booked for ICE • Staff Team

Monitoring Monitor (Job Title) Frequency Monitoring Method(s) Centre Coordinator/Director • Annually • ICE Report

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City of Cork Vocational Education Committee Service: Youthreach & Senior Traveller Training Centres

Procedure Titles: B9.3 Range Version: 1.0 Date: May 2006

Purpose: Grouping of Programmes to facilitate evaluation

Staff Involved: Centre Coordinator/Director, Staff Team(Quality Assurance Working Group)

Method(s) used to carry out this Who does it Evidence generated procedure Evaluation will encompass all FETAC • Centre Coordinator/Director • Reports Programmes • Staff Team Internal Centre Evaluation (ICE) • Quality Assurance Working Group

Monitoring Monitor (Job Title) Frequency Monitoring Method(s) Centre Coordinator/Director • Annually • ICE Report

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City of Cork Vocational Education Committee Service: Youthreach & Senior Traveller Training Centres

Procedure Titles: B9.4 Learner Involvement Version: 1.0 Date: May 2006

Purpose: To involve Learners in the Self-evaluation Process

Staff Involved: Centre Coordinator/Director, Staff Team, Mentor, Advocate

Method(s) used to carry out this Who does it Evidence generated procedure

Learners viewpoint will be sought • Centre Coordinator/Director • Questionnaire Results through: • Staff Team • Minutes • Mentor • Samples • Questionnaire • Advocate • Reports • Representation on evaluation • Learners team • Past Learners • Sampling of learner exercises and test materials • Input from former learners As set by Quality Framework Initiative

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Monitoring Monitor (Job Title) Frequency Monitoring Method(s) Centre Coordinator/Director • Annually/ongoing • ICE meetings

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City of Cork Vocational Education Committee Service: Youthreach & Senior Traveller Training Centres

Procedure Titles: B9.5 External Evaluator Version: 1.0 Date: May 2006

Purpose: Criteria for Selection of External Evaluators

Staff Involved: Education & Training Subcommittee (VEC)

Method(s) used to carry out this Who does it Evidence generated procedure Selection of two appropriate Evaluators • Education & Training Subcommittee • Selection Criteria (VEC) • Copies of Correspondence. • Copy of Contract

Monitoring Monitor (Job Title) Frequency Monitoring Method(s) City of Cork VEC • Annually • Reports

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City of Cork Vocational Education Committee Service: Youthreach & Senior Traveller Training Centres

Procedure Titles: B9.6 Methodology Version: 1.0 Date: May 2006

Purpose: Method by which self-evaluation of programmes and services will be carried out

Staff Involved: Centre Coordinator/ Director, Staff Team, External Evaluators

Method(s) used to carry out this Who does it Evidence generated procedure As set out by ICE • Centre Coordinator/Director • Report from external evaluators Evaluation Team will collect and analyse • Staff Team • ICE Report both • External Evaluators quantitative and qualitative data from: - Learners - Management - Teachers - Records of Results - Copies of evaluation sheets - Records of meetings - Feedback from tutors - Feedback from learners

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Monitoring Monitor (Job Title) Frequency Monitoring Method(s) Centre Coordinator/Director • Annually • ICE meetings

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