OPITO APPROVED TECHNICAL QUALIFICATIONS CENTRE

GUIDE TO APPROVAL

IWD-F003.02 Page 1 of 23 Rev 1 (23/02/2016)

AMENDMENTS
AMENDMENT / PAGES / CHANGES MADE BY: / CHECKED BY: / APPROVED BY:
Initial document approved on 27th August 2014 / All / Aiza Aladino / James Hamilton / David Doig
The following changes were made:
  • Inclusion of Schematic of OPITO Approval process
  • Inclusion of Section 2: OPITO QUALITY CRITERIA
  • Quality criteria has been updated to reflect on latest version of SQA criteria (2015)
Rev 1 (23/02/2016) / 8
9 to 11
14 to 23 / Jeevinder Singh / Robert Martin / David Doig

IWD-F003.02 Page 1 of 23 Rev 1 (23/02/2016)

TABLE OF CONTENTSPAGE NUMBER

GLOSSARY OF TERMS4

SECTION 1: OPITO APPROVALS PROCESS5

INTRODUCTION5

TYPES AND LEVELSOF OPITO AWARDS5

INITIAL APPROVAL6

Introductory Meeting6

Desktop Review6

Site Audit6

Costs of OPITO Approval Process7

MAINTAINING OPITO APPROVAL7

Validity period7

Ongoing monitoring7

Certification of OPITO Candidates7

Schematic of OPITO Approval Process8

SECTION 2: OPITO QUALITY CRITERIA 9

  1. Quality Management System9
  2. Operational Policies and Procedures9
  3. Assessment and verification policies and procedures9
  4. Policies and procedures for staffing10
  5. External communication and data management 10

Procedures

  1. Internal review process for approval applications for10

OPITO Qualifications

  1. Assessment processes for OPITO Qualifications11
  2. Candidate support11
  3. Quality assurance processes for OPITO Qualifications11

APPLICATION FORM AND GUIDANCE MATRIX12

APPLICATION FOR OPITO APPROVAL13

OPITO DESKTOP AUDIT APPROVAL – GUIDANCE MATRIX14

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GLOSSARY OF TERMS

OPITO Approval / OPITO Approval is awarded to organisations that successfully undergo the quality assurance process outlined in this document. It enables the successful organisation to carry out assessment of candidates against OPITO standards and facilitate the achievement of OPITO/SQA qualifications.
Formally Documented Procedure: / A document which identifies; the steps to be taken in order to carry out a particular process, the scope/limit of the process and the person(s) responsible. It is part of a controlled system. The document may take the form of written instructions and/or be of a flowchart type. A formally documented procedure will contain purpose, scope, responsibilities, defined steps, control/revision status.
OPITO does not accept quality manual statements as compliant procedures.
OPITO Standard: / A document which details training and/orassessment requirements for personnel employed in the oil & gas Industry.
Mapping / A cross mapping exercise conducted by applicant organisations of their curricula against the requirements of OPITO standards.
Desktop Review / A desk top review is a desk based audit of an organisation’s compliance with the OPITO criteria. A report is collated during this process and returned to the applicant.
Site Audit / A site audit is an audit carried out by OPITO auditors at an applying organisation’s premises. These can be monitoring or initial audits.
Scottish Qualifications Authority / SQA is the national accreditation and awarding body in Scotland. More information on this organisation is available at

SECTION 1:OPITO APPROVALS PROCESS

INTRODUCTION

The purpose of this document is to provide information and guidance on fulfilling the requirements for the achievement of OPITO Approval. It is intended for use by organisations coming forward for approval for the first time as well as organisations who are currently OPITO Approved Technical Qualifications centres seeking additional approvals.

The OPITO approval process is continually reviewed in parallel with the continuous improvement philosophy adopted by the OPITO organisation. This guide to the OPITO approvals process has been specifically designed to provide an enhanced focus on the specific details required for the achievement and maintenance of OPITO approval and to facilitate the desktop audit process.

TYPES AND LEVELS OF OPITO AWARDS

Twotypes of award are available for candidates at different levels after completing required standards. Disciplines catered for are Processing Operations Hydrocarbons and three maintenance disciplines: Electrical, Mechanical, Instrument and Control. These are:

Information on specific qualifications is available from in the qualification support guideand assessment guidelines documents.

To obtain OPITO approval, organisations are subject to an audit process. The purpose of this process is to verify that the organisation can consistently deliver assessment to the relevant OPITO Standard. In the event that a third party is involved in the delivery of assessment, a joint application must be submitted. The audit process is conducted in three stages.

INITIAL APPROVAL

Stage 1: Introductory Meeting

OPITO require organisations seeking OPITO approval to engage in communication with the OPITO International Workforce Development Manager prior to making an application. OPITO conducts introductory meetings with prospective applicants. This communication between applicant organisations and OPITO facilitates an effective and time efficient approval process. Following this meeting OPITO will request that applicant organisations conduct a mapping exercise against any training and/or assessment currently being carried out. Mapping templates will be provided by OPITO.

Stage 2: Desktop Review

This stage is a desktop review of the applicant organisation’scompliance with the Approval Criteria. The applicant organisation will submit an application form, guidance matrix and supporting evidence of compliance using the details provided on the application form and matrix.

The objectives of the desktop review are to:

  • Verify that the applicant organisation has the resources in place to deliver assessment to the OPITO Standard.
  • Verify that the applicant organisation has quality systems in place thatcomply with the OPITO Approval Criteria. These criteria are designed to assure quality delivery of OPITO assessment and a copy is contained within this document.

The findings of the desktop review are provided in a report to the applicant. This report will also contain a decision as to whether the application should proceed to the next stage or whether further action by the applicant is required.Note: All documentation must be in English

Stage 3: Site Audit

This stage is a site audit carried out at the applicant organisation’s premises and is verification that the quality systems are embedded in the organisation and that the assessment can be conducted in accordance with the relevant OPITO standard.

The site audit will be carried out by an Auditor or team of OPITO Auditors depending on the type and scope of the audit. If a team is used, then one member of the team will be nominated Team Leader and this person will be responsible for the conduct of the audit and the reporting of audit findings.

The findings of the site audit will be recorded in a report, a copy of which will be given to the applicantorganisation on completion of the site audit. The report will also contain a recommendation from the Auditor who conducted the audit,to the Quality Groupwho take the decision as to whether the applicant is to be awarded OPITO Approval or not.

Costs of the OPITO Initial Approval Process

Further information regarding the fee structure for OPITO Approval may be obtained from the OPITO Approvals Co-Ordinator. Contact details can be found on the OPITO website

MAINTAINING OPITO APPROVAL

Validity Period

Once gained, OPITO approval is valid for a period of three years and is subject to OPITO being satisfied that compliance with the current Approval Criteria is being maintained. The three year period is extended upon successful monitoring audit outcomes.

Ongoing Monitoring

OPITO monitors compliance by conducting annual site audits over the three year approval duration. OPITO may also carry out unannounced visits.

Note: All management systems documentation related to OPITO approval must be maintained in English for monitoring audit purposes.

Certification of OPITO candidates

Candidates successfully undergoing OPITO assessment will receive certification via OPITO that is both jointly awarded by OPITO and the Scottish Qualifications Authority (SQA). Approved centres are therefore required to update OPITO in a timely manner in order to obtain candidate award certificates.

Further information regarding SQA can be found at

Schematic of OPITO Approval Process

SECTION 2: OPITO QUALITY CRITERIA

Centres seeking approval by OPITO will be required to demonstrate compliance with the following Quality Criteria:

  1. Quality Management Systems

1.1A documented Quality Manual with detailed policies and procedures which is supported by senior management.

1.2Document control procedure for all Quality Manual documents.

1.3Procedure for reviewing the Quality Manual which includes a review of the effectiveness of assessment and verification systems and a system to address non-conformances and on-going enhancements.

1.4Procedure for the approval and management of satellite sites and sub-contractors, including agreements.

  1. Operational Policies and Procedures

2.1Systems for storing policies and procedures and communicating with all staff and candidates on issues relating to OPITO Qualifications.

2.2A procedure for gathering and actioning feedback from staff and candidates.

2.3A health and safety policy which will ensure the safe delivery of OPITO Qualifications.

2.4A complaints procedure with timescales for dealing with issues relating to OPITO Qualifications.

  1. Assessment and verification policies and procedures

3.1A documented assessment procedure which defines how assessments will be carried out for OPITO Qualifications.

3.2A documented verification procedure which defines how the validity of the evidence and assessment process will be quality assured for OPITO Qualifications.

3.3Policy and procedure for investigating and addressing suspected malpractice in relation to assessment or verification decisions.

3.4An appeals procedure which defines the steps and timescales for dealing with appeals in relation to assessment or verification decisions.

  1. Policies and procedures for staffing

4.1Defined roles and responsibilities for all those involved in the assessment, verification, administration and management of OPITO Qualifications.

4.2Policy and processes for the recruitment of assessors and internal verifiers which ensure that sufficient competent staff will be available to deliver OPITO qualifications.

4.3Staff development policy and procedure which ensures that all staff involved in the delivery and management of OPITO Qualifications receive appropriate inductions/ briefings and on-going development to maintain their knowledge and skills.

  1. External communication and data management procedures

5.1Effective communication procedure with OPITO which incorporates:

  • a designated contact person
  • mechanism to notify OPITO of any changes which relate to quality assurance
  • access arrangement for OPITO audits/visits

5.2Procedure for the storage, retention and submission of candidate registrations and results for OPITO Qualifications, including a secure storage policy.

  1. Internal review process for approval applications for OPITO Qualifications

6.1Internal review procedure which addresses the requirements for each OPITO Qualification for each satellite site.

6.2Internal review checklist which ensures that the required equipment, resources and workshop facilities will be available to deliver OPITO qualifications and are maintained in accordance with manufacturers’ requirements.

6.3Internal review checklist which ensures that relevant learning material and/or reference material and assessment material will be available to support the delivery of OPITO Qualifications.

6.4Internal review checklist which ensures that sufficient competent assessors and internal verifiers are in place to meet the requirements of each Qualification.

  1. Assessment processes for OPITO Qualifications

7.1Assessment instruments/methods/ checklists which are valid, reliable, practicable, equitable and fair, meet the requirement of the OPITO Qualification and comply with the documented assessment procedure.

7.2Assessment processes which comply with the documented assessment procedure and define a system for managing the assessment process.

7.3Assessment documentation for:

  • recording assessment decisions which are clearly referenced against the requirements of the OPITO Standards/ Qualifications
  • compiling candidate evidence which is clearly referenced to the OPITO Standards/ Qualifications
  1. Candidate support

8.1Effective candidate briefings and inductions for each OPITO Qualification.

8.2Candidate support systems which provide relevant support and guidance and identifying prior achievements (where appropriate).

  1. Quality assurance processes for OPITO Qualifications

9.1Standardisation procedure which confirm consistency of assessment instruments/methods/ checklists.

9.2Verification procedure which confirms the validity of the assessment decisions, define the criteria for sampling and comply with the verification procedure.

9.3Validation procedure which ensures that that candidate evidence is their own work and there is no conflict of interest during the assessment/ verification processes.

9.4Internal review procedure which includes:

  • internal audits to confirm the effectiveness of training, assessment, verification systems
  • ongoing reviews of assessment environments, plant/equipment, learning/reference materials, assessment materials

DESKTOP AUDIT APPROVAL – GUIDANCE MATRIX AND APPLICATION FORM

To make your application, please complete the OPITO Application Form and the Desktop AuditApproval- Guidance Matrix,and submit it to OPITO in hard copy paper format along with all supporting evidence and documentation.

Note: OPITO will not conducta desk top audit until in receipt of a completed and correctly referenced Approval Criteria Guidance Matrix and correctly completed Application Form.

A copy of the Application Form and Desktop Audit Approval- Guidance Matrix are provided below.

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/ APPLICATION FOR OPITO QUALIFICATIONS CENTRE APPROVAL

Please complete and return to OPITO

Please return to:OPITO International FZ LLC

Room F 11 Block 11 Knowledge Park

Dubai UAE

PO Box 500726

Marked for the attention of: Rose Olarita, Business Assistant

Telephone: 00971 4 445 8482

Email:

Name of Centre:(Please note that this is the name which will appear on your Approval certificate)

Address of Centre:

Telephone Number:

*I/We apply for approval by OPITO as an Approved Technical Qualifications Centre for the delivery of:

Qualification title and level

Please indicate whether you are an existing OPITO Approved Technical Qualifications Centre:

Yes/No

Note: Proof of non-refundable initial payment of 50% of the application fee will be required prior to any desktop audit work being undertaken. The remaining costs associated with the initial audit we aim to invoice 30 days before the scheduled initial site audit and this payment should be received 10 days prior to site audits. Further audit, if required, will be subject to a separate quotation.

Proof of Payment (IBAN/EG/Cheque No/)

In support of your application, please complete this OPITO Application Form and the Approval Criteria Guidance Matrix then submit them to OPITO with all supporting evidence and documentation in paper format clearly referenced and indexed.

Senior contact: …………………….…………………………………Position: …………………………………………

(Senior Management e.g. CEO/MD/Director)

Coordinator contact: ...………….………..…………………………Position: …………………………………………

(for operational business)

Accounts contact: ...……….…………………….…………………..Position: …………………………………………

(for financial business)

Signed (Senior contact): ………………………………………………Date: ……………………………………………..

FOR OFFICE USE ONLY:

Date Received: ……………………

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OPITO DESKTOP AUDIT APPROVAL - GUIDANCE MATRIX

TO BE SUBMITTED WITH APPLICATION FORM

The purpose of this document is to enable the applicant to map their evidence of compliance against the OPITO Quality Criteria. Applicants who currently hold OPITO Approval status do not require to submit evidence for those sections marked with a under the Additional Standard Approval heading, unless new systems/procedures have been devised in support of this application. If so, these should be included in the submission for Desktop Audit Review.

Reference to sections indicating a formally documented procedure: is defined as being a written description of a prescribed course of action or process.

To Be Completed By Applicant

Applicant:
Contact Point:
Scope of Application (Title of OPITO Standards):

For Office Use Only

Date Received by OPITO:

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OPITO DESKTOP AUDIT APPROVAL - GUIDANCE MATRIX

Quality Criteria – Systems
The Centre will have: / SQA Criteria / Evidence Guidance
Typical evidence for approval audits will include (but not limited to): / Additional Standard Approval / Evidence location reference (section to be used by applicant)
1 / Quality Management System
1.1 / A documented Quality Manual with detailed policies and procedures which is supported by senior management. / 1.1, 1.2 /
  • Quality Manual with documented policies, procedures and associated documentation which covers all satellite sites and sub-contractors.
  • Statement of support from senior management, including sign off for the Quality Manual.

1.2 / Document control procedure for all Quality Manual documents. / 1.1 /
  • Document control procedures/forms.
  • All Quality Manual documents allocated reference numbers.

1.3 / Procedure for reviewing the Quality Manual which includes a review of the effectiveness of assessment and verification systems and a system to address non-conformances and on-going enhancements. / 1.1, 1.8 /
  • Schedule for reviewing the Quality Manual.
  • Review process which monitors compliance against OPITO requirements and strives to improve and enhance quality policies and procedures.

1.4 / Procedure for the approval and management of satellite sites and sub-contractors, including agreements. / 1.4, 2.5 /
  • Mechanisms for ensuring that all satellite sites comply with the Quality Manual policies and procedures – this should include completed checklists/agreements for all satellite sites to be included in the approval application.
  • Procedure for the approval and management of sub-contractors – this should include signed agreements for all sub-contractor activities included in the approval application.

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2 / Operational Policies and Procedures
2.1 / Systems for storing policies and procedures and communicating with all staff and candidates on issues relating to OPITO Qualifications. / 1.7, 1.10 /
  • Central files (e.g. intranet, repository, message board) from which all staff (across all satellite sites) and candidates can access relevant policies and procedures.
  • Distribution list for Quality Manual, policies and procedures and quality issues relating to OPITO Qualifications, including audits.
  • Mechanism for briefing and sharing policies and procedures with sub-contractor staff. (refer also to 4.3)

2.2 / A procedure for gathering and actioning feedback from staff and candidates. / 1.8 /
  • Feedback forms and a mechanism for regular gathering and review of feedback from staff and candidates.

2.3 / A health and safety policy which will ensure the safe delivery of OPITO Qualifications. / 2.5 /
  • Health and Safety Policy which ensure that there is safe and healthy environment for the implementation of OPITO Qualifications.
  • Induction/briefing checklists for staff and candidates which include the policy.

2.4 / A complaints procedure with timescales for dealing with issues relating to OPITO Qualifications. / 3.6 /
  • Complaints Procedure with relevant timescales.
  • Induction/briefing checklists for staff and candidates which include the procedure. (refer also to 4.3)

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