CIPS Approved Study Centre Manual
Guidance for UK Study Centres on the evidence requirements for
becoming a CIPS approved study centre
continuing to meet CIPS’ approved study centre criteria
- meeting CIPS’ criteria for ‘Centre of Merit’ and ‘Centre of Excellence
Contents:
Part 1(pages 2-4)New applicants for study centre approval: how to apply; stages in the application process
(see also Form SC1 - CIPS UK Study Centre Approval application form).
Part 2 (pages 5-28)
Approved study centre criteria: must be met by new applicants and all existing study centres. The guidance notes assist centres to prepare their application, and to prepare for the CIPS annual audit.
Part 3 (pages 29-32)
Study centre grading criteria, for:
- Study centres that have been approved for two years or more, and who wish to apply to become a ‘Centre of Merit’
- Study centres that have been a CIPS ‘Centre of Merit’ for two years or more, and who wish to apply to become a ‘Centre of Excellence’.
Part 4 (pages 33-35)
List of documents available on CIPS website to assist study centres with the above processes.
New in the May 2014 version of this guidance:
- Revised criterion 2.2.4 (learner assignments)
- Revised Sections 4 and 5 (clarification on learner feedback and study centre quality processes)
Significant changes are marked by a thick black line at the left-hand side of the item concerned.
Part 1 – New applicants for CIPSstudy centre approval
Before making an application
Applicant study centres must provide CIPS with:
- a completed application form: Form SC1 - CIPS UK Study Centre Approval application form
Scroll down to ‘UK applicants: how to apply’.
- a Management Letter indicating support for the introduction of CIPS programmes at the Centre
Scroll down to ‘UK study centres: information and guidance’.
- a Business Plan, in which the centre sets out their rationale and financial credibility for offering CIPS programmes, including:
- results of market research showing a market need and demand in their locality for provision of CIPS programmes
- evidence of a sufficiently stable financial basis for becoming a CIPS study centre to ensure that learners will receive high-quality provision for the foreseeable future.
The Study Centre Manual provides comprehensive guidance on:
- the criteria to be met in order to achieve and retain study centre approval with CIPS
- examples of the evidence required by CIPS to confirm that each criterion has been met
- an explanation of how this evidence will be assessed by CIPS.
Completing the Application Form (Form SC1)
CIPS will make a decision to award study centre approval based on the validity of the evidence presented by the centre against the ‘Approved Centre Criteria’ – see Application Form Sections 1-5. The Study Centre Manual suggests ways in which your centre can provide evidence that you meet the criteria.
It is important to provide appropriate evidence for each criterion. Some items of evidence may be relevant to more than one criterion, and can be used in more than one section. Centres are advised to construct a portfolio or file of relevant evidence, appropriately cross-referenced, and submit this with the application. After approval, this portfolio should be kept up to date for the annual audit visit.
In some cases, systems or processes will not yet be in place: in these cases a description of the proposed system/process should be included. At the Approval Visit, and/or at the subsequent Interim Visit six months after study centre approval is awarded, CIPS will need to verify the statements made and processes described.
The Application Process
Step 1The studycentre downloads the Centre Approval application form and related documents from CIPS website
(the documents can also be obtained from CIPS Education Network Manager: )
- Form SC1 (centre approval application form)
- Approved study centre criteria
- Management letter template
- Business plan guidance notes
- Other templates as required
Step 2The study centre submits the completed application form with supporting documentation to , or to the address on the form.
Step 3CIPS reviews the application, which may be refused at this point. If the application is incomplete, the study centre will be requested to provide additional information. Return to Step 2.
If the application is satisfactory, CIPS contacts the study centre to arrange a Centre Approval visit.
Step 4After the visit, a report is presented to CIPS Approvals Panel, which makes the decision to approve. CIPS informs the study centre of its decision, and/or any approval conditions. Approval is only awarded on receipt of payment of all fees.
Where CIPS does not approve an application it may:
- Request additional information, revisions or amendments to be submitted
- Reject the application and invite the study centre to re-apply by a given date.
CIPS will provide details of the appeal procedure against such decisions.
Step 5CIPS issues a formal agreement to the successful study centre, along with the invoice for
(a) the approval process, and (b) the first year’s Approved Centre fee.
On receipt of the signed agreement and fees, CIPS will provide the study centre with:
- a copy of the agreement signed by both parties
- letter confirming approval for a 12 month period
- ‘Approved Study Centre’ certificate and logo
- membership rights
- agreed resources
6 months from date of Centre Approval
Step 6CIPS will contact the study centre to arrange an Interim Visit. Following a successful Interim Visit, ongoing Approved Study Centre status will be confirmed.
Step 7Annual monitoring procedures carried out by CIPS: UK study centres are subject to an annual audit visit from one of our audit consultants, where ongoing compliance with approved study centre criteria is checked, and if necessary an action plan is agreed.
The annual fee for on-going approval isbe paid by the study centre (invoiced each April).
Graded Study Centres
After two years as an approved study centre, and provided certain additional criteria are met, it is possible to apply for an upgrade to ‘Centre of Merit’. After a further two years’ continuing demonstration of additional criteria, ‘Centre of Excellence’ can be achieved.
Details of the grading criteria can be found on CIPS website scroll down to ‘UK study centres - information and guidance’, Section iv.
Part 2 – All centres: the Approved Study Centre Criteria
Guidance notes on meeting the evidence requirements for CIPS Approved Study Centre Criteria.
- Business structure, financial stability and policies:
1.1 Centre capacity / capability /business planning & commitment to CIPS programmes
1.1.1
Centre Approval Criterion / The Study Centre has a clear commitment from Senior Management to being a CIPS Approved Centre / New applicants: CIPS has provided a template for the required Management Letter which includes all the items referred to in various sections of the Centre Approval Application form. This letter must be on headed paper, and the Head of Centre (or other person authorised to do so on her/his behalf) must sign the letter to indicate their agreement to the items listed.
Please provide a short description of the organisation’s aims and purpose. CIPS will check that these aims are not in conflict with those of CIPS.
All study centres: Please provide an organisational chart showing line management structure relevant to CIPS programmes.
Please provide a (draft) prospectus for CIPS courses.
Evidence for this criterion could include..... /
- New applicants: Management Letter on headed paper supporting the application (see CIPS Management Letter template for all required items)
- All centres: Organisational background & structure chart
- (draft) Prospectus for CIPS courses.
How CIPS will measure your evidence /
- Management Letter clearly states commitment as per template
- Organisational aims do not conflict with those of CIPS
- Organisational structure chart shows CIPS courses fit with overall business
- (Draft) prospectus available: accurate and promoting CIPS courses appropriately
1.1.2
Centre Approval Criterion / The Study Centre is financially sound, and makes reliable provision to support the operation and consistent delivery of CIPS programmes. / New applicants: CIPS has provided Guidance Notes for the required Business Plan relating to the centre’s proposed engagement with CIPS, incorporating the areas listed in the bullet points below. Please use these notes, or provide an equivalent Business Plan showing the organisation’s ongoing financial stability to become a provider of CIPS programmes.
Business Plan should include 2 years audited accounts or (if a new business)evidence of funding in place to support the application.
All centres:
- plan of delivery relating to CIPS qualifications
- estimated learner numbers/costs etc, (supported by market research evidence if new applicant)
- budget allocated to CIPS programmes
- evidence of marketing resource allocation for CIPS programmes
- course fees and costs, including break even costs
- sources of funding to underwrite CIPS programmes for next 3 years
Evidence for this criterion could include..... / New applicants: Business Plan relating to proposed engagement with CIPS (see CIPS Business Plan Guidance Notes).
All centres: evidence of adequate resources being allocated to CIPS programmes on an on-going basis.
How CIPS will measure your evidence /
- New applicants: Business Plan contains all required elements (see Business Plan Guidance Notes)
- Accounts/other financial information indicates that financial position is sound
- Business plan/other evidence indicates ongoing* ability to sustain delivery of CIPS courses (*at least 3 years)
- No identified weaknesses/threats would put CIPS reputation or provider’s ability to deliver programmes at risk
- Action Plan is in place to address any identified weaknesses/ threats.
1.2 Compliance with CIPS/UK regulatory requirements
1.2.1
Centre Approval Criterion / The Study Centre co-operates with CIPS monitoring activities, and provides access to premises, personnel and records. / New applicants: Six months after the date of initial approval, CIPS will carry out an interim visit, to verify that:
- all systems, processes and facilities described in the centre’s application for Study Centre Approval are now in place and operating effectively
- recording systems provide a clear audit trail
- there are learners on CIPS programmes*
- appropriately qualified staff are delivering CIPS units
- learners are being appropriately supported in their studies
All centres: Following a successful interim visit, CIPS Approved Study Centre status is confirmed for a 3-year period. Annual audits against the approved study centre criteria will take place during this period.
Evidence for this criterion could include..... / New applicants: Included in Management Letter (see 1.1.1)
Signed copy of CIPS/Study Centre Agreement.
How CIPS will measure your evidence / Management letter clearly states commitment as per template.
1.2.2
Centre Approval Criterion / The Study Centre makes adequate provision for its learners to complete their programme of study and take CIPS examinations/assessments, either by providing examination facilities or by using those of another provider and paying the associated fee for this service. / In unforeseen circumstances should the centre be unable to continue to offer CIPS programmes, there should be provision for ensuring that learners are able to complete their course elsewhere, or using a different mode of study (eg distance learning). New applicants: Please indicate a commitment to this provision within the Management Letter.
All centres: You may also wish to provide a copy of your centre’s learner contract or agreement which confirms your commitment, eg:
‘[STUDY CENTRE] will ensure that if a class ceases to be viable, we will arrange completion of your course through you joining another group, transferring to another centre, or through open/distance learning.’
Established learning providers such as FE colleges may apply to become a CIPS Approved Examination Centre at the same time as applying for Study Centre Approval. Such an application will be considered separately and does not form part of Study Centre Approval. Please indicate on the Application Form if you are making a separate application.
CIPS will expect new centres without an established track record of providing secure and reliable examination facilities to be approved for at least a year before applying to become a CIPS approved examination centre by the end of the second year*. In the meantime you should show that learners are given details of CIPS Regional Exam Centres (see CIPS website for details) and/or other examination providers, and accurate and up-to-date advice on how to enter for exams, either within a learner handbook, as part of the tutorial programme, or in other relevant guidance material.
*Please note that CIPS may impose an additional charge on centres who continue to rely on Regional Examination Centres after two years, instead of making appropriate provision themselves.
Evidence for this criterion could include..... / New applicants: Included in Management Letter.
How CIPS will measure your evidence / Management Letter clearly states commitment.
Approved exam centre applications are considered separately and do not form part of the Study Centre Approval process.
Accurate and up-to-date exam entry information appears in relevant guidance material, giving learner clear advice on alternatives and how to proceed.
1.2.3
Centre Approval Criterion / The Study Centre clearly documents the respective roles, responsibilities and accountabilities of any partnership arrangements. / Please provide copies of any partnership agreement in relation to the provision of CIPS programmes.
If the agreement itself cannot be included for legal/ confidentiality reasons, please provide a clear description of the respective roles and responsibilities of each partner in relation to CIPS programmes, avoiding overlaps or omissions.
Both/all parties must have signed up to the arrangement. A photocopy of the relevant page of the partnership agreement will be accepted.
Evidence for this criterion could include..... / Partnership agreement or document outlining respective roles.
How CIPS will measure your evidence / Respective roles/responsibilities of partners are clear, avoiding overlaps and omissions.
Both/all parties signed up to the arrangement.
1.2.4
Centre Approval Criterion / The Study Centre declares any conflicts of interest involving personnel. / Conflict/Competition of Interest Policy - See 1.3(x) below.
Please provide the CVs of all staff who will be involved in the delivery and administration of CIPS programmes.
CVs should show relevant current and recent employment with other organisations, including working for CIPS, eg as an assessor, and self-employment.
Where a potential conflict is identified, please show how the risks of competing interests are managed and mitigated. If a ‘Chinese wall’ arrangement has been put in place, please describe how this protects against conflicts of interest, and how it is monitored and quality-assured.
Evidence for this criterion could include..... / Centre’s Conflict/Competition of Interest policy.
Staff CVs showing work for other organisations.
How CIPS will measure your evidence / Sufficient detail provided to assure CIPS that no conflicts exist, or that satisfactory ‘Chinese wall’ arrangements are in place where conflicts have been identified.
1.2.5
Centre Approval Criterion / The study centre has appropriate arrangements in place for preventing and investigating malpractice and maladministration. / All centres must have a Malpractice & Maladministration policy and procedure, which must include preventative measures, monitoring procedures, and actions to be taken in the event of malpractice or maladministration being identified, including notifying CIPS, and if necessary the regulator. CIPS can provide a template to show what should be included.
See also 1.3(iv) below.
Evidence for this criterion could include..... / Centre’s Malpractice & Maladministration policy and procedure.
How CIPS will measure your evidence / Sufficient detail provided to assure CIPS that an effective process/ procedure is in place, and that actions will be taken where necessary.
1.3 Policies
1.3.1
Centre Approval Criterion / The Study Centre has appropriate policies in place to safeguard learners and the learning process. / Please provide a copy of all policies listed list below (i-xii). Justification must be given for any policies that are considered not to be relevant to the centre. CIPS will check that each policy is up-to-date (ie, includes reference to latest legislation/regulation, where appropriate)
Please show how relevant policies are issued/made known to staff and learners at the centre (eg, included in induction/ staff/learner handbook).
Please provide written procedures that show that policies are put into practice.
Please provide a copy of, or describe the centre’s system for policy monitoring and review/update by management.
Policies required:
- Customer Service Policy/ Statement
- Complaints Policy/procedure (for learner complaints)
- Appeals Policy/procedure