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 November 2013 version of this guidance:
 Updated information about Unique Learner Numbers (ULNs): Criterion 2.3.4
Significant changes are marked by a thick black line at the left-hand side of the item concerned.
1
Leading global excellence in procurement and supply
Part 1 – New applicants for CIPS study centre approval
Before making an application
Applicant study centres must provide CIPS with:
i.
a completed application form: Form SC1 CIPS UK Study Centre Approval application
form
The application form is downloadable from CIPS
website: ‘Qualifications’/‘Become a study centre’
http://www.cips.org/en-GB/Qualifications/studycentres/offercipsqualifications/
Scroll down to ‘UK applicants: how to apply’.
ii.
a Management Letter indicating support for
the introduction of CIPS programmes at the
Centre
A template for this letter can be found on CIPS
website: ‘Qualifications’/‘Become a study centre’
http://www.cips.org/en-GB/Qualifications/studycentres/offercipsqualifications/
Scroll down to ‘UK study centres: information and
guidance’.
iii.
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 highquality provision for the foreseeable
future.
Guidance notes for compiling the Business Plan
can also be found at the above location on CIPS
website.
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.
CIPS Approved Study Centre Manual
v3 Nov 2013
2
Leading global excellence in procurement and supply
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 1
The study centre downloads the Centre Approval application form and related documents
from CIPS website http://www.cips.org/en-GB/Qualifications/studycentres/offercipsqualifications/
(the documents can also be obtained from CIPS Education Network Manager: enm@cips.org )
 Form SC1 (centre approval application form)
 Approved study centre criteria
 Management letter template
 Business plan guidance notes
 Other templates as required
Step 2
The study centre submits the completed application form with supporting documentation to
enm@cips.org, or to the address on the form.
Step 3
CIPS 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 4
After 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.
CIPS Approved Study Centre Manual
v3 Nov 2013
3
Leading global excellence in procurement and supply
Step 5
CIPS 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 6
CIPS will contact the study centre to arrange an Interim Visit. Following a successful Interim
Visit, ongoing Approved Study Centre status will be confirmed.
Step 7
Annual 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 is be 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 http://www.cips.org/en-GB/Qualifications/studycentres/offercipsqualifications/: scroll down to ‘UK study centres - information and guidance’, Section iv.
CIPS Approved Study Centre Manual
v3 Nov 2013
4
Leading global excellence in procurement and supply
Part 2 – All centres: the Approved Study Centre Criteria
Guidance notes on meeting the evidence requirements for CIPS Approved Study Centre Criteria.
1. Business structure, financial stability and policies:
Demonstrating capability and financial soundness for becoming a CIPS approved centre.
1.1 Centre capacity / capability /business planning & commitment to CIPS programmes
1.1.1
Centre
Approval
Criterion
Evidence
for this
criterion
could
include.....
The Study Centre has a clear
commitment from Senior
Management to being a CIPS
Approved Centre
 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.
 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
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.
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.
Evidence
for this
criterion
could
include.....
New applicants: Business Plan relating
to proposed engagement with CIPS
(see CIPS Business Plan Guidance
Notes).
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.
How CIPS
will
measure
your
evidence
All centres: evidence of adequate
resources being allocated to CIPS
programmes on an on-going basis.
CIPS Approved Study Centre Manual
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.
Business Plan should include 2 years audited accounts or
(if a new business) evidence of funding in place to
support the application.
v3 Nov 2013
5
Leading global excellence in procurement and supply
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.
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
1.2 Compliance with CIPS/UK regulatory requirements
1.2.1
Centre
Approval
Criterion
Evidence
for this
criterion
could
include.....
How CIPS
will
measure
your
evidence
The Study Centre co-operates with
CIPS monitoring activities, and
provides access to premises,
personnel and records.
New applicants: Included in
Management Letter (see 1.1.1)
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
Signed copy of CIPS/Study Centre
Agreement.
Management letter clearly states
commitment as per template.
CIPS Approved Study Centre Manual
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
*If there have been no enrolments to CIPS programmes
at the centre the interim visit may be delayed. If there
continue to be no enrolments to CIPS programmes, CIPS
reserves the right to suspend or withdraw Study Centre
Approval.
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.
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.
v3 Nov 2013
6
Leading global excellence in procurement and supply
Evidence
for this
criterion
could
include.....
How CIPS
will
measure
your
evidence
service.
New applicants: Included in
Management Letter.
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.
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.
1.2.3
Centre
Approval
Criterion
Evidence
for this
criterion
could
include.....
How CIPS
will
measure
your
evidence
The Study Centre clearly documents
the respective roles, responsibilities
and accountabilities of any
partnership arrangements.
Partnership agreement or document
outlining respective roles.
Respective roles/responsibilities of
partners are clear, avoiding overlaps
and omissions.
Both/all parties signed up to the
CIPS Approved Study Centre Manual
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.
v3 Nov 2013
7
Leading global excellence in procurement and supply
arrangement.
1.2.4
Centre
Approval
Criterion
Evidence
for this
criterion
could
include.....
How CIPS
will
measure
your
evidence
1.2.5
Centre
Approval
Criterion
Evidence
for this
criterion
could
include.....
How CIPS
will
measure
your
evidence
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.
Centre’s Conflict/Competition of
Interest policy.
Staff CVs showing work for other
organisations.
Sufficient detail provided to assure
CIPS that no conflicts exist, or that
satisfactory ‘Chinese wall’
arrangements are in place where
conflicts have been identified.
The study centre has appropriate
arrangements in place for preventing
and investigating malpractice and
maladministration.
Centre’s Malpractice &
Maladministration policy and
procedure.
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.
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.
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
Evidence
for this
criterion
could
include.....
The Study Centre has appropriate
policies in place to safeguard learners
and the learning process.
An appropriate range of policies that
are:
 compliant with latest statutory
and regulatory requirements
 supported and monitored by
management
 understood and complied with by
the delivery/assessment/internal
quality assurance team and by
CIPS Approved Study Centre Manual
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).
v3 Nov 2013
8
Leading global excellence in procurement and supply
learners

How CIPS
will
measure
your
evidence
linked to clear procedures that
ensure that policy appears in
practice.
 Subject to regular review and
updating where appropriate.
 All policies (i-xi) that are relevant to
the centre are in place
 Policies are up-to-date (ie include
reference to latest legislation/
regulation where appropriate)
 Relevant policies are issued to staff
at the centre
 Relevant policies are made available
to learners at the centre (eg included
in induction/ in learner handbook).
 Appropriate procedures are in place
to put policies into practice
 There is evidence of, or there are
plans for, policy monitoring by
management, and cycle of
evaluation and review.
CIPS Approved Study Centre Manual
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:
i. Customer Service Policy/ Statement
Should include measurable aims and
objectives/service standards.
ii. Complaints Policy/procedure (for learner
complaints)
Must include a clear procedure for learners to follow,
showing stages of complaint-handling within the
centre, and the point at which unresolved complaints
should be referred to CIPS. It should also include an
appropriate means of monitoring, record-keeping,
and reporting on complaints, and usage of data for
quality-improvement.
iii. Appeals Policy/procedure
The process should set out the study centre’s
procedure for handling appeals to the awarding body
on behalf of candidates.
iv. Malpractice & Maladministration policy and
procedure.
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.
v. Data Protection
The centre must have secure management
information systems for storing learner information
that are accessible only to approved staff. Policy
should cover centre’s position on storing and
archiving data, location of data, roles and
responsibilities of staff with regard to record keeping.
The centre must ensure that staff are aware of their
legal obligations and that the relevant data protection
notices are accurate and compliant with legislation.
The Centre Data Protection Policy should be clearly
communicated to learners/other data subjects.
vi. Equality & Diversity
v3 Nov 2013
9
Leading global excellence in procurement and supply
Must be compliant with equality legislation, and
include appropriate systems for monitoring, recordkeeping, reporting, and usage of data for qualityimprovement.
vii. Safeguarding
Where there are learners under the age of 18 or
vulnerable adults, the centre should meet the
requirements of current safeguarding legislation, in
relation to checks on the employment of staff. The
Safeguarding Policy should commit the centre, based
on a risk assessment of its learner body in relation to
(a) children and (b) vulnerable adults, to having a
sufficient number of trained and competent staff with
designated responsibility for safeguarding, and a
means of communicating relevant information and
material effectively to staff.
viii.
Health and Safety
Confirmation of the centre’s undertaking that all
premises, facilities and equipment to be used for
delivery and/or assessment (of CIPS programmes)
comply with the relevant health and safety legislation.
ix. Reasonable Adjustments Policy
Should include:
 the name of the person at the centre responsible
for dealing with reasonable adjustments.
 Information for learners on the provision of
learner support services, either in the Learner
Handbook or provided to learners elsewhere (eg, at
induction).
 details of the centre’s arrangements for providing
equality of opportunity and access to learning and
assessment
 details of the centre’s arrangements for
facilitating reasonable adjustments for candidates
with particular requirements, difficulties or disabilities
 cross-reference to CIPS policy on reasonable
adjustments.
x. HR Policies, eg: recruitment/employment; staff
development; performance management
 recruitment/employment policy should indicate
non-discriminatory practices under the Equality Act.
 staff development policy should include
arrangements for the updating of professional
experience.
 performance management policy should include
details of internal monitoring/review/audit
arrangements that demonstrate quality assurance
procedures for the centre with regard to staffing.
CIPS Approved Study Centre Manual
v3 Nov 2013
10
Leading global excellence in procurement and supply
xi. Conflict/Competition of Interest
Policy must indicate the disclosures required from
staff involved in activities or employment which may
compete with or be in conflict with activities or duties
required by the centre, including activities or
employment with CIPS. It must identify any such
disclosures which would prevent the person
concerned continuing in employment at the centre.
2. Course management and administration:
Demonstrating effective and efficient operational functions, including engagement with CIPS as required.
2.1 Course Management & Systems
2.1.1
Centre
Approval
Criterion
Evidence
for this
criterion
could
include.....
How CIPS
will
measure
your
evidence
The Study Centre has a single, named
point of responsibility for the quality
assurance and management of CIPS
programmes.
Named person & role.
2.1.2
Centre
Approval
Criterion
Evidence
for this
criterion
could
include.....
How CIPS
will
measure
your
evidence
The Study Centre has a named, readily
available and knowledgeable point of
contact for dealing with enquiries
about CIPS courses.
Named person & role.
2.1.3
There is effective communication
Please provide the named responsible person, their role
and contact details.
The named person must be sufficiently senior to be
responsible and accountable for quality and management
issues in relation to CIPS programmes.
Named person is sufficiently senior to
be responsible and accountable for
quality and management issues.
This person named in promotional
material.
Named person is sufficiently
qualified/competent to deal with
enquiries.
Please provide the named person, their role and contact
details. This may not necessarily be the same person as in
2.1.1.
The named person should be sufficiently qualified and
competent to deal with enquiries about CIPS programmes
– this should be evident from their CV or other
background information.
The named person’s contact details should appear in the
centre’s promotional material* about CIPS programmes.
(*new applicants: draft material is acceptable at this
stage.)
Promotional material provides contact
details.
CIPS Approved Study Centre Manual
Please specify the designated post, as well as name and
v3 Nov 2013
11
Leading global excellence in procurement and supply
Centre
Approval
Criterion
Evidence
for this
criterion
could
include.....
How CIPS
will
measure
your
evidence
2.1.4
Centre
Approval
Criterion
Evidence
for this
criterion
could
include.....
How CIPS
will
measure
your
evidence
between the Study Centre and CIPS,
for learner registration, staff changes,
etc.
Emails/other correspondence with
CIPS.
System for registering learners with
CIPS.
contact details of the current post-holder, with
responsibility for being the CIPS contact at your centre.
(If the named person leaves, the new post-holder would
automatically become the CIPS contact.)
Please provide contact details of a 2nd named
person/post-holder who can deal effectively with CIPS
contacts and programmes in the absence of the 1st
named person.
New applicants: Management Letter
Please provide details of your system for registering
includes undertaking to inform CIPS if
candidates with CIPS.
changes affect approval status.
CIPS named contact at centre relates
Changes that could affect status include
to a post, as well as to an individual.
 Change of delivery mode, eg from classroom-based to
2nd named person +details provided.
distance learning
All contact details have been provided.
System will ensure reliable candidate
 Change in teaching team, eg loss of staff with CIPS
registration with CIPS.
membership/background/experience
 Change in centre’s financial position
The roles and responsibilities of the
CIPS staff team across all sites are
clearly defined, allocated,
communicated and understood.
Job descriptions.
Organisation chart.
Inclusion in staff induction.
Management structure is clear.
Staff roles/responsibilities are clearly
defined.
Job descriptions give clear areas of
responsibility/accountability.
Please provide, in relation to the CIPS staff team:
 organisation chart showing line-management
structure
 job descriptions for each role within the team,
showing clear areas of responsibility/accountability
Please also show how the above information is provided
to team members, and gives new staff members
sufficient information to carry out their role and
understand the role of others, eg:
 inclusion in staff induction
 inclusion in course or staff handbook
The Course Leader should preferably be a member of
CIPS, and have sufficient scheduled time to manage the
organisation of the team and promote CIPS courses.
The Centre Co-ordinator may have other role(s) at the
Induction/training gives new staff
centre. The Co-ordinator is responsible for:
members sufficient information to
 registering learners with CIPS and obtaining their CIPS
carry out own role and understand the
candidate registration numbers
role of others.
 providing the Unique Learner Number and learner
record for each learner (where appropriate)
 ensuring learners are registered for the appropriate
units/qualifications in accordance with the timescales
required by CIPS
 maintaining auditable candidate records and tracking
the progress of candidates towards their target
qualification
CIPS Approved Study Centre Manual
v3 Nov 2013
12
Leading global excellence in procurement and supply



2.1.5
Centre
Approval
Criterion
Evidence
for this
criterion
could
include.....
How CIPS
will
measure
your
evidence
Course structure is clearly set out as
required by CIPS, including full
coverage of unit content and required
Guided Learning Hours.
Course programme outline/schedule,
showing how GLH covered;
New applicants: Scheme of work for
one unit, showing how GLH covered.
Approved centres: Schemes of work
for all units, showing how GLH
covered.
Records of learner contact, both
tutor-led and non-tutor-led,
accounting for the required GLH for
each unit.
Course information is complete,
accurate and clear for new learners.
Schemes of work and other records
show how CIPS’ requirements for unit
content and GLH are met.
requesting access to records of learners previous
achievements to ensure opportunities for exemption
are maximised
providing information to CIPS on candidate progress,
completion or withdrawal
ensuring that the centre remains fully compliant at all
times with CIPS’ centre requirements with regard to
training, delivery and (Level 2 only) e-assessment
procedures
Please provide details of your programme for CIPS
qualifications:
 qualifications (to be) offered
 programme/schedule for each course, showing
how content will be covered, and how CIPS
requirements for GLH will be/are met (see
below).
 (proposed) course timetables
 named tutor(s) for each unit.
Guided Learning Hours (GLH): the specified GLH for each
CIPS unit is shown on page 2 of the Unit Content Guide.
However, it is recognised that many CIPS learners may
not need 100% of GLH to be tutor-led, so CIPS will accept
a medley of approaches (see list below), provided that
evidence is available to show that the full requirement
for GLH is covered.
You must keep records to show how the learner is given
their GLH entitlement using an appropriate range of the
approaches listed below. The combination of approaches
must be justifiable, eg:
 taught programmes should show the majority of
GLH as tutor-led;
 distance learning programmes should show the
study time allocated for each work-package, plus
other methods of learner support making up the full
GLH;
 ‘customised’ programmes should show how the
learner is given the GLH entitlement inside and
outside of tutor-led hours.
Distance learning:
 study hours given in work packages
are reasonable
 records show other appropriate
programmed contact times, ie
when tutor is paid to be available to
provide learner support, and
learners are informed of their
entitlement to make contact.
For every CIPS unit there must be evidence to show the
(Note: it is not necessary to record
learner’s entitlement to the required GLH using an
how/whether each distance learner
appropriate selection of the following approaches:
actually took advantage of the
 classroom tuition
available tutor support, but evidence
 seminars/tutorials
must be provided of the amount of
CIPS Approved Study Centre Manual
v3 Nov 2013
13
Leading global excellence in procurement and supply
dedicated support offered – see righthand column for details.)
 lectures
 supervised study where the tutor is present to give
subject-specific guidance
 virtual rather than face-to-face contact, where the





2.1.6
Centre
Approval
Criterion
Evidence
for this
criterion
could
include.....
How CIPS
will
measure
your
evidence
The Study Centre has systems that
ensure consistency of standards and
support equality of opportunity.
tutor is directly accessible by the learner through the
use of telephone, email, email discussion groups,
virtual learning environments (VLEs) and other
technology-aided means (e.g. through telephone or
video-conferencing or webcasting).
induction activity specific to the unit or programme of
study
records of interaction between the learner and the
tutor in the form of feedback on marked work
work-packages (distance learning). The study hours
expected of the learner must be shown in each workpackage
subject-specific reading/activity set prior to workshops
or class-based sessions
subject-specific reading/activity set as follow-up to
workshops or class-based sessions.
Please provide details how teaching standards are
monitored, how and when teaching observations of nonteacher-qualified tutors take place, and how feedback
from monitoring is used to improve teaching standards.
Records of observed lessons.
Equal Opportunities monitoring with
analysis.
Compliance with CIPS reasonable
adjustment policy and processes.
Reliable monitoring systems in place
for internal standardisation, teaching
observations etc.
Effective internal procedures for
reasonable adjustments.
Recording/monitoring analysis allows
identification of barriers for all
equality groups.
Please provide details of how your equality monitoring
processes ensure equality of opportunity
 how learner experience (feedback) and performance
is monitored, recorded and analysed against your
centre’s Equal Opportunities policy, to allow
comparison of outcomes for all equality groups, to
identify any barriers, and to alert management if
concerns arise.
 your provision for arranging reasonable adjustments
for learners, where required.
Please show how the above indicators of quality and
equal access are conveyed to learners and other
interested parties, eg in course handbook, promotional
material, etc.
Mechanism exists for alerts to
management if concerns arise from
the above.
CIPS requirements appear in course
CIPS Approved Study Centre Manual
v3 Nov 2013
14
Leading global excellence in procurement and supply
handbook/other course material.
2.1.7
Centre
Approval
Criterion
Evidence
for this
criterion
could
include.....
How CIPS
will
measure
your
evidence
Inspection/audit reports from other
relevant organisations are satisfactory.
Where they are available, please provide copies of any
relevant inspection/audit reports (Ofsted, SFA, other
awarding bodies, etc).
Relevant inspection/audit reports.
CIPS will check that the content and/or required actions
contained in such reports do not give cause for concern in
relation to CIPS programmes.
2.1.8
Centre
Approval
Criterion
Evidence
for this
criterion
could
include.....
Study Centre links with local CIPS
branches and/or employers/
businesses are good (or planned).
How CIPS
will
measure
your
evidence
Contacts/networks are appropriate for
CIPS programmes.
Latest audit/monitoring report from
other awarding bodies.
Content of reports does not give cause
for concern.
If available, record of contacts made,
support received.
Please provide justification/explanation of any adverse
comments included in these reports, and/or details of
remedial action taken as a result.
If available, please provide a record of contacts made,
support received, meetings attended, etc.
If no such links have yet been made, please provide a list
of potential contacts, and existing networks, if any, that
will be used to forge new relationships.
May not be available for new
applicants at this stage.
2.2 Course Delivery
2.2.1
Centre
Approval
Criterion
Evidence
for this
criterion
could
include.....
How CIPS
will
measure
your
Staff demonstrate good practice by
following schemes of work containing
clear aims, objectives, and coverage of
content for each unit.
Appropriately set out and completed
scheme of work for:
 (new applicants) one CIPS unit.
 (approved centres) all CIPS units
taught.
Scheme of work covers the full unit
content, shows sensible breakdown of
topic areas, time allocation, use of
resources, activities and assessment of
CIPS Approved Study Centre Manual
CIPS provides a simple Scheme of Work template, but
centres may wish to use their own version.
Scheme of work should show how topic content is to be
covered, within Guided Learning Hours as set by CIPS.
Approved centres: Samples of lesson plans linked to
scheme of work.
v3 Nov 2013
15
Leading global excellence in procurement and supply
evidence
learning.
2.2.2
Centre
Approval
Criterion
Evidence
for this
criterion
could
include.....
How CIPS
will
measure
your
evidence
Staff are required to be up-to-date and
use latest research, journals, etc in
their teaching.
Reading lists and other resource information are
indicators of the knowledge and range of expertise of the
teaching team, and the currency of their experience.
Reading and resource lists relevant to
CIPS units/programmes, including
journals/research papers and on-line
resources.
Please provide the reading/resource list that is/will be
given to learners, linked to relevant units of CIPS
programmes.
2.2.3
Centre
Approval
Criterion
Evidence
for this
criterion
could
include.....
How CIPS
will
measure
your
evidence
A suitable range of teaching
methods/techniques is used.
2.2.4
Centre
Approval
Criterion
Evidence
for this
criterion
could
include.....
Systems are in place for the prompt
return of marked and ‘mock’
assignments, with suitable feedback
and guidance for improvement.
Assignment feedback sheet.
How CIPS
will
measure
Reading/resource list covers full range
of programme/unit topics.
Reading/resource list contains up-todate material.
CIPS provides a simple Scheme of Work template, but
centres may wish to use their own version. Regardless of
whether delivery is classroom-based, or via blended
learning, distance learning, e-learning, etc, the scheme of
work should indicate how the topic content will be
covered within the time available, and the delivery
methods and resources to be used, including use of
online/interactive resources, to give learners a
reasonable variety of learning opportunities.
Scheme(s) of work.
Scheme(s) of Work show appropriate
variety of learning opportunities.
Tracking system for assignment
submission/ mark/return.
Instructions to staff re: marking /
feedback.
Marking/feedback forms allow
constructive advice to be given to
learner.
CIPS Approved Study Centre Manual
If the whole programme is to be delivered in a ‘didactic’
way (ie where the teacher uses direct instruction to a
passive group of learners) please justify why this method
is appropriate and other learner-centred styles are not
used.
Learners are generally expected to submit work for
marking by set deadlines. They are equally entitled to
expect return of marked work from their tutors within
agreed deadlines. Please show how your centre ensures
that both these entitlements are met, eg:
 assignment tracking systems
 learner contract showing entitlements
 staff induction/handbook/instructions showing
requirements in relation to return of assignments
and feedback
 quality systems monitoring the above
Please provide copies of forms that are/will be used to
provide feedback to learners and give them constructive
advice on how to improve.
v3 Nov 2013
16
Leading global excellence in procurement and supply
your
evidence
System will deliver assurance of
prompt feedback, and ensures that
failure to provide this will be quickly
identified and taken up with staff
member concerned.
System prepares learners
appropriately for
examination/assessment success.
2.3 Course Data
2.3.1
Centre
Approval
Criterion
Evidence
for this
criterion
could
include.....
How CIPS
will
measure
your
evidence
2.3.2
Centre
Approval
Criterion
Evidence
for this
criterion
could
include.....
How CIPS
The Study Centre has administrative
systems in place to track the progress
of learners towards their target
awards, and their subsequent
achievements.
Recording system capable of being
audited by CIPS and regulators.
Learner recruitment,
attendance/completion, and
achievement records are:
 complete, accurate, up-to-date
 securely stored/accessed in line
with the requirements of CIPS, the
regulatory authorities, and data
protection legislation
 available for external monitoring
purposes.
Study Centre staff are aware of CIPS’
format and timescale requirements for
information, registration, quality
assurance etc. and have systems in
place to comply.
Enrolment forms/induction
procedures gather required
information.
Centres should have recording system(s) capable of
gathering, storing, and providing accurate information to
CIPS (and the regulators) covering:
 learner recruitment
 attendance/completion
 achievement (results)
Please provide evidence that your centre:
 has a facility for keeping data for at least 3 years
 is Data Protection compliant (ie, personal data held is
not excessive/unnecessary, not kept longer than
necessary, held securely, confidentiality maintained,
etc)
 has a Data Protection Access request procedure in
place, with a designated responsible officer.
Please show how your centre ensures it gathers the data
required by CIPS, and the systems used for ensuring that
learner/candidates are registered (whether as individuals
or by the centre) in time for each examination session.
Please include extracts from staff handbook or other
induction/staff information that make clear the
responsibility of individual staff members for providing
complete, accurate and timely data to CIPS.
Included in staff handbook/staff
induction.
IT facility for data transfer to CIPS.
Clear and accurate information is
CIPS Approved Study Centre Manual
v3 Nov 2013
17
Leading global excellence in procurement and supply
will
measure
your
evidence
provided on staff role/responsibilities
with regard to data gathering, storage
and usage, and CIPS deadlines/other
requirements.
Procedures and forms gather
appropriate information to meet CIPS
requirements.
Timely registration system with CIPS.
2.3.3
Centre
Approval
Criterion
Evidence
for this
criterion
could
include.....
How CIPS
will
measure
your
evidence
Study Centre uses data effectively
when reviewing course delivery and
planning improvements.
Data/recording systems as in 2.3.1
Course review/evaluation plans or
procedures.
An important aspect of quality improvement is to review
your learners’ exam results. This enables you to identify
potential issues that need to be rectified, such as poor
results in a particular unit, or from a particular teacher. It
also allows you to recognise when a poor result is due to
factors relating to the size or characteristics of a
particular cohort, and therefore unlikely to be a cause for
concern in terms of quality improvement actions.
You will be asked to complete an Annual Report to CIPS
that includes brief comments on the outcome of your
results analysis, so that you and your auditor can discuss
any areas of concern at the annual audit visit. This is why
it is important to have a system for capturing accurate
results data in relation to your learners.
See Section 5.
However, we are not concerned with the precise accuracy
of the results you gather/analyse: what is important is
that you gather and analyse enough data to be able to
draw valid conclusions, and are able to discuss your
conclusions, and any related action plans, with your
auditor.
See also Section 5.
2.3.4
Centre
Approval
Criterion
Evidence
for this
criterion
could
include.....
How CIPS
will
measure
The Study Centre is aware of how to
obtain on behalf of its learners a
unique learner number (ULN) and a
learner record.
Knowledge of registration with ULN
provider system.
A Unique Learner Number (ULN) is a 10-digit reference
number which anyone over the age of 14 involved in UK
education or training can use to keep an official record of
their achievement in their ‘Personal Learning Record’.
Learners will retain the same number for accessing their
Personal Learning Record throughout their lives,
whatever their level of learning and wherever they
choose to participate in education, training and learning.
ULN could be obtained if requested.
The number is generated by providers of education and
training via the Learner Record Service portal, and must
be quoted whenever a study centre enters a student for
CIPS Approved Study Centre Manual
v3 Nov 2013
18
Leading global excellence in procurement and supply
your
evidence
an exam in a CIPS qualification that attracts public
funding (currently the Certificate and Advanced
certificate). There is a field for the ULN in the group entry
form.
To obtain a ULN for your students you first have to sign up
to the LRS Organisation portal. For more details go to:
http://www.learningrecordsservice.org.uk/products/lrs/
CIPS will expect to see that your centre will be able to
respond to requests from learners for a ULN.
3. Staffing and other resources:
Demonstrating commitment to high quality teaching and learning resources, including qualified and
competent staff.
3.1 Staffing
3.1.1
Centre
Approval
Criterion
Evidence
for this
criterion
could
include.....
How CIPS
will
measure
your
evidence
The Study Centre has sufficient
competent, qualified and experienced
staff and/or associates to meet CIPS
requirements for qualifications
delivery.
 CVs of teaching team showing
subject expertise and teaching
qualifications;
 Copies of relevant qualification
certificates held on course file.
 CVs show at least one specialist
with a relevant degree-level
qualification in procurement or
supply chain management
 Copies of the above person’s
procurement qualification
certificate (unless they are CIPSqualified) to authenticate the
holders’ claim
 CVs show at least one person
with a recognised teaching
qualification
 Copies of above person’s teaching
qualification certificate
authenticate the holders’ claim
 CVs show recent work experience
(or recent staff development
activity to update
CIPS Approved Study Centre Manual
Please provide CVs of teaching staff, including details of
professional/specialist/teaching qualifications (see
below), and evidence of recent work experience in the
industry.
The course team must include:
1. Professional competence:
i. At least one person (and preferably more) on the
teaching team must have a degree-level
qualification in a ‘relevant subject’ (procurement,
purchasing, supply chain management, etc) in order
to deliver the specialist purchasing units in all
programmes. CIPS will determine whether an
alternative ‘relevant subject’ qualification is
acceptable.
ii. All tutors should have experience of teaching their
subject, recent practitioner experience, and ideally
they will be MCIPS.
iii. A copy of all relevant subject qualification
certificates must be obtained and kept on the course
file (unless the person is CIPS-qualified).
Note: It is not essential for everyone on the team to have
a ‘relevant subject’ qualification, provided they have
access to the colleague(s) with professional qualifications
for advice/mentoring. You should obtain up-to-date
authentication for all relevant qualifications listed in the
v3 Nov 2013
19
Leading global excellence in procurement and supply

knowledge/skills)
tutors’ CVs in the form of copy-certificates, and keep
CVs show at least one person with these in your course file for future audits.
seniority and competence to
2. Teaching competence:
manage the internal quality
v.
At least one member of the teaching team
assurance process.
(and preferably all members) must hold a
recognised teaching qualification. (PGCE, B
Ed, Cert Ed, City & Guilds 730/740 series,
P/C/DTLLS, PCGHE, PGCLTHE etc). This person
is responsible for carrying out observations
on other team members who do not hold
teaching qualifications, and reporting to
management on the outcome of these
observations. The centre management is
expected to act upon these reports, provide
appropriate training and support to improve
the teaching skills of team members, and if
necessary remove and replace member(s) of
the team who do not reach a satisfactory
standard of teaching qualifications and/or
skill.
vi.
Copies of any teaching qualification certificates held
by any member of the team must be obtained and
kept on the course file.
Note: It is not essential for everyone on the team to have
a ‘recognised’ teaching qualification, provided they have
access to the colleague(s) with teaching qualifications for
advice/mentoring. Non-qualified tutors are expected to
be studying towards appropriate teaching qualifications.
You should obtain up-to-date authentication for all
relevant teaching qualifications listed in the tutors’ CVs in
the form of copy-certificates, and keep these in your
course file for future audits.
3.1.2
Centre
Approval
Criterion
All staff involved in CIPS programmes
are properly resourced and supported
to perform their roles and
responsibilities effectively.
Evidence
for this
criterion
could
include.....






Staffing chart
Job descriptions (all team);
Record of observed lesson (of nonqualified teachers)
Supervision/appraisal/staff
development scheme
CIPS course file
Team meeting agendas (draft).
CIPS Approved Study Centre Manual
Please provide a staffing chart that shows the roles and
allocated responsibilities of the team responsible for CIPS
programmes. This should include, where relevant, a clear
indication of the proportion of each staff member’s time
allocation to non-teaching duties, to allow them to carry
out other allocated tasks.
See 3.1.1 above – please provide details of which
qualified teacher will be carrying out lesson observations,
their qualifications, and the support processes arising
from this activity.
Please include details of the centre’s appraisal or other
v3 Nov 2013
20
Leading global excellence in procurement and supply
How CIPS
will
measure
your
evidence








3.1.3
Centre
Approval
Criterion
Evidence
for this
criterion
could
include.....
How CIPS
will
measure
your
evidence
Management structure is clear
Job descriptions give clear areas of
responsibility/accountability
Staffing timetable gives evidence
of reasonable workload allocation
Timetabled lesson observations by
qualified teacher,
outcomes/actions recorded.
Appraisal/supervision/mentoring
scheme identifies training/CPD
needs
Staff development policy/plan
allows staff time to update
relevant knowledge/skills and/or
attend training
CIPS course handbook/manual
with relevant procedures is issued
to staff
(Draft) Team meeting agenda
allows feedback from staff to
influence/ improve
quality/processes.
There is a contingency strategy for
teaching team cover.
List of back-up teachers with CVs.
monitoring scheme, showing how it is used to identify
training/development needs, and details of staff
development arrangements that enable these needs to
be met.
It is expected that course leaders will attend one of the
CIPS Study Centre days/events held each year. These are
essential opportunities to meet examiners, keep up to
date with unit content changes and network with other
centres. Please show how arrangements are made for
staff member(s) to attend CIPS study days and other CPD
events, and to develop links with local employers and
CIPS branches.
You should build and maintain a course
handbook/manual for all CIPS qualifications, and make
this available to all staff members. Please provide a list of
the contents of your CIPS course file, and have the file
available to show to the CIPS representative at the
Approval Visit.
Please indicate how you plan to involve staff members in
course evaluation and review. (see also Section 5).
It is not anticipated that this list will be extensive, nor
that the people on it will be retained by the centre. The
purpose of this criterion is to assure CIPS that learners
will not be disadvantaged in the event of unexpected
illness or change of personnel.
CVs of back-up staff show appropriate
qualifications/expertise to deliver in
short term.
3.2 Staff/learner resources
3.2.1
Centre
Approval
Criterion
Evidence
for this
criterion
The Study Centre has adequate
resources and systems in place to
support the delivery of CIPS
programmes.
Learner handbook listing
 IT facilities/support available
 teaching areas used.
CIPS Approved Study Centre Manual
Please give details of your centre’s IT and IT support
facilities available to learners on CIPS programme.
Please provide a plan or description of the classroom and
private study space(s) to be used, suitable for class sizes
of no more than 25.
v3 Nov 2013
21
Leading global excellence in procurement and supply
could
include.....
How CIPS
will
measure
your
evidence
3.2.2
3.2.3
3.2.4
Centre
Approval
Criterion
Please provide a list of learning materials to be used for
CIPS programmes e.g. books, journals, multimedia
Resources list.
Facilities seen at Approval Visit.
Learner handbook, visual inspection,
or other learner document confirms
that:
 support facilities are adequate
and made appropriately available
for CIPS learners
 classroom areas are appropriate
 reading/resource list covers full
range of programme/module
topics
 reading/resource list includes upto-date material.
Equipment and accommodation used
for the purposes of delivery (and
assessment) complies with the
requirements of relevant legislation,
including health and safety, and
provides access for all learners.
Equipment and accommodation at
satellite premises meets the same
standards as those of the main
provider.
Evidence
for this
criterion
could
include.....
Staff receive appropriate training on
use of equipment where necessary.
Included in new applicant’s
Management Letter.
At Approval or Audit visits CIPS will expect to be able to
confirm some aspects of safety and accessibility of
accommodation and equipment. This may involve visiting
satellite centres to confirm arrangements there. However,
CIPS representatives will not have the necessary expertise
to judge on these matters, so it would be helpful if you
included any certifications of safety and/or assessment of
accessibility in your course file relating to the buildings
and equipment used for CIPS programmes. Should the
CIPS representative have cause for concern over these
matters it may be necessary to require the centre to
acquire external confirmation from an expert.
Please show how staff receive instruction and/or training
on matters of safety, and on access issues, on
appointment or as part of their induction.
Health & Safety policy.
Equal Opportunities policy.
How CIPS
will
measure
your
evidence
There should be a clearly-identifiable link between policy
(see Section 1.3) and practice with regard to safety and
accessibility.
Staff induction programme /Health &
Safety training plan.
New applicants: Clear commitment in
Management Letter.
All centres: See Section 1 for policies
H & S Certificate/PAT testing
certificates/arrangements.
CIPS Approved Study Centre Manual
v3 Nov 2013
22
Leading global excellence in procurement and supply
IT facilities are accessible and safe.
Buildings, classrooms and study areas,
are accessible and safe.
Staff induction covers relevant safety
and accessibility matters.
4. Learner support/feedback:
Demonstrating a commitment to enhancing the learner experience.
4.1 Pre-course to enrolment
4.1.1
Centre
Approval
Criterion
Evidence
for this
criterion
could
include.....
How CIPS
will
measure
your
evidence
Clear information, advice and
guidance about the centre, its delivery
model(s), and about CIPS qualification
content, procedures, assessment and
progression are provided to potential
and new learners.
 Course information (for enquirers)
or Prospectus;
 Learner handbook
 Learner induction programme
Enquirer information/pack or
Prospectus is accurate and up-to-date.
Learner handbook contains accurate
up-to-date information about CIPS and
its programmes, including
requirement to contact CIPS to
register, obtain information on
assessment, and possible exemptions.
Induction covers all items listed,
sufficient to give new learner clear,
complete, and accurate information
to enable them to embark on course.
CIPS Approved Study Centre Manual
Please provide copies of all documents that your centre
gives to potential and enrolled learners. These
documents should enable enquirers to determine
whether they are suitable to undertake CIPS programmes,
and to understand their entitlement as a learner at your
centre, as well as directing them to further sources of
advice and guidance.
They should also provide clear information about the
procedures to be followed in order to enrol, register,
study and achieve CIPS qualifications at your centre, and
post-qualification progression routes either at your centre
or elsewhere.
(see also CIPS website: ‘Guide to Exemptions from CIPS
Examinations’)
Please provide a copy of your centre’s induction
programme for CIPS courses, with an indication of when
induction takes place. Induction should include the
following:
 guide to centre facilities
 identifying learner’s study & assessment needs
 available learner support
 course requirements, schedule, timetable, teaching
methods,
 available resources, handbooks,
 assessment requirements, methods, etc
 CIPS on-line exam entry system: guidance on correct
entry procedure to CIPS exams
 opportunities to consider programme options and
choices (if any)
 progression opportunities
 CIPS membership
 centre policies
v3 Nov 2013
23
Leading global excellence in procurement and supply

4.1.2
Centre
Approval
Criterion
Evidence
for this
criterion
could
include.....
How CIPS
will
measure
your
evidence
Learner selection and admission is
conducted with demonstrable
commitment to equal opportunities in
all areas.
Non-discriminatory recruitment/
promotional material and practices.
Flexible enrolment procedure.
Guidance for those with particular
study/assessment needs.
Recruitment to CIPS courses is
demonstrably open to all applicants
who meet the entry criteria, regardless
of background or impairment.
Application and enrolment forms and
processes are flexible and do not
discriminate.
Alternative provision for learners with
particular learning/assessment
requirements is adequate and
appropriate.
centre complaints procedure.
Your centre’s application and enrolment forms and
processes should be inclusive and free of discrimination,
whether direct or indirect.
Enrolment forms should allow the applicant to disclose
personal information about disability only if they choose,
and should gather equality monitoring data in confidence
(ie by collecting statistical information not linked to
names).
Many applicants for CIPS courses have full time jobs:
wherever possible enrolment arrangements should be
tailored to suit applicants unable to attend standard
enrolment events.
New applicants should include copies of these forms and
procedures with your submission; approved centres
should have them in your course file.
It is vital that no candidate enrols for a CIPS programme
without understanding the learning and assessment
requirements of the programme – this should never come
as a shock near the end. Please describe your centre’s
procedure for explaining assessment methods and
requirements at the outset.
4.2 On-course to completion
4.2.1
Centre
Approval
Criterion
Evidence
for this
criterion
could
include.....
How CIPS
will
measure
your
evidence
Particular learning/assessment
See also 4.1.2.
requirements of learners are identified
and met wherever possible.
Please also describe the processes used for identifying
the learning and/or assessment needs of learners on CIPS
Learning/study support and resources programmes, and the provision available at your centre to
meet these needs, once they have been identified.
available to learners.
Procedure in place for explaining
assessment methods and
requirements at the outset.
Alternative methods made available
for learners with particular
learning/assessment requirements are
adequate and appropriate.
CIPS Approved Study Centre Manual
v3 Nov 2013
24
Leading global excellence in procurement and supply
4.2.2
Centre
Approval
Criterion
Evidence
for this
criterion
could
include.....
How CIPS
will
measure
your
evidence
Learners have access to, or are
directed to, latest CIPS texts/study
guides.
See 2.2.2. Evidence used for 2.2.2 can also be used here.
4.2.3
Centre
Approval
Criterion
Evidence
for this
criterion
could
include.....
How CIPS
will
measure
your
evidence
Learners have regular opportunities to
review their progress against the
requirements of the award and to
seek guidance where necessary.
‘Tutorial’ or other appropriate support
arrangements.
Learner handbook/manual with
references to tutorials/on-course
support/guidance.
Learning reviews or tutorials are
timetabled within course programme.
The Learner Handbook/ Manual/other similar title is an
invaluable source of useful information for CIPS learners,
and if carefully put together will provide evidence for a
wide range of Centre Approval criteria.
Centre provides a point of contact for
learner support/guidance.
Note: where Distance Learning is offered, ‘appropriate’
support arrangements should include out-of-hours
tutorial support for learners who cannot meet with their
tutor in office hours.
Resources list.
Schemes of work and lesson plans.
Stock list, if appropriate.
Resources listed are up to date and
relevant.
In this case, details of tutorial arrangements for CIPS
learners, or the course programme with scheduled
tutorial dates, will provide the necessary evidence.
Where tutorials are provided they should be scheduled
outside Guided Learning Hours so as not to reduce
learners’ entitlement to taught time.
4.3 Post-completion
4.3.1
Centre
Approval
Criterion
Evidence
for this
criterion
could
include.....
How CIPS
will
measure
your
evidence
Feedback is obtained from learners
and used in quality improvement.
Learner satisfaction
questionnaires/surveys.
Learner satisfaction surveys should be an integral part of
the centre’s continuous improvement programme,
allowing consumers of the service to provide feedback to
the staff team on such issues as: subject delivery,
homework, examination preparation, accommodation,
accessibility, course administration, organisation,
customer care and catering.
Action Plans.
Learner feedback/satisfaction surveys
timetabled (New applicants: these
may be planned at this stage).
Feedback from surveys links into
CIPS Approved Study Centre Manual
New applicants: These surveys may only be in the
planning stage at the time of applying for CIPS Centre
Approval, but you should give examples of the methods
by which you intend to obtain feedback, and your course
programme or timetable should indicate how and when
v3 Nov 2013
25
Leading global excellence in procurement and supply
4.3.2
Centre
Approval
Criterion
Evidence
for this
criterion
could
include.....
How CIPS
will
measure
your
evidence
course quality assurance/evaluation
process.
this will happen, and how the information gained will
feed into your internal quality assurance programme.
Guidance/assistance is offered to
completers on
 progression routes
 employment opportunities
 CIPS membership
CIPS materials/pamphlets.
Most of the evidence needed here can be included in the
Learner Handbook/Manual.
Links with local employers.
Prospectuses (own and others, if next
level not offered at centre).
Centre provides point of contact for
learner support/guidance.
Centre has up-to-date CIPS materials.
Centre provides information relating
to progression opportunities.
5. Quality assurance, evaluation and review:
Demonstrating a commitment to on-going quality improvement.
5.1 Internal processes
5.1.1
Centre
Approval
Criterion
Evidence
for this
criterion
could
include.....
How CIPS
will
measure
your
evidence
Course team meetings are held
regularly to ensure effective
communication, and to plan actions to
redress weaknesses.
Course team meeting dates.
5.1.2
Centre
Approval
Criterion
Suitably qualified and experienced
staff carry out internal quality
assurance activity to promote
continuous improvement.
Draft agenda.
Standing items on (draft) team
meeting agendas show commitment
to effective communication within
team, and follow-up of action points
from earlier meetings.
CIPS Approved Study Centre Manual
New applicants: At the point of applying for CIPS centre
approval, team meetings may not have taken place.
Please include a draft agenda for future meetings to show
how this criterion will be achieved.
Approved centres: Please include examples of agendas
and minutes in your course file to show how quality
improvement information is disseminated and discussed
amongst team members, decisions for improvement
made and recorded, and action points followed up.
New applicants: Please include your plans for carrying out
course review/evaluation: when this will happen, the
method or process to be used, and how the outcomes of
the process will feed into a cycle of continuous
v3 Nov 2013
26
Leading global excellence in procurement and supply
Evidence
for this
criterion
could
include.....


Systems for reviews/internal audit
of standards and programme
delivery: teaching, tutorials,
support, equal opportunities etc.
leading to action plans
Staff/learner/employer
questionnaires/surveys
improvement.
All centres: The process should involve learners and staff,
and should address quality of delivery, outcomes,
achievement (including learner achievement in relation to
your centre’s equal opportunities policy), and
progression, and lead to plans for improvement.

How CIPS
will
measure
your
evidence
For advice on using learner/candidate results as part of
Appropriate data recording and
tracking system: results, retention, this process please see 2.3.3.
completion, equal opportunities
If you have received any relevant quality or monitoring
reports from other external organisations, please include
 CV/experience of QA staff
these.
concerned.
The centre has effective systems to
The member(s) of staff leading this activity should be
monitor its own standards and uses
sufficiently senior, qualified/experienced to be able to
the outcome of the monitoring
carry out the internal QA function.
process to revise and improve
provision.
Course review process includes
 analysis of data (recruitment,
retention, results, equal
opportunities),
 feedback from surveys
Appropriate staff member in charge of
internal QA (ie sufficiently senior,
qualified/experienced to be able to
carry out internal QA function).
5.1.3
Centre
Approval
Criterion
Evidence
for this
criterion
could
include.....
How CIPS
will
measure
your
evidence
Queries about the qualification
specification or related awarding body
material are resolved and recorded.
Learner handbook/course file/reading
list.
CIPS email/contact list.
Learners and staff are advised how to
obtain up-to-date information about
CIPS courses.
See 2.2.2 (Reading/resource list.)
There is no need to include CIPS course material in your
submission/course file.
New applicants: On approval, a full set of up-to-date
course material will be provided - at this stage please
indicate how learners and staff will be made aware of
sources of up-to-date materials.
All centres: Filing/storage of CIPS queries and responses
can be electronic, eg in Microsoft Outlook folder.
Main centre contact has up-to-date list
of CIPS contacts, and means of
recording queries/outcomes.
CIPS Approved Study Centre Manual
v3 Nov 2013
27
Leading global excellence in procurement and supply
5.1.4
Centre
Approval
Criterion
Evidence
for this
criterion
could
include.....
How CIPS
will
measure
your
evidence
The Study Centre deals promptly and
fairly with learner complaints.
Complaints policy/procedure (with
reference to CIPS for unresolved
complaints).
System for recording complaints/
outcomes, and resulting
improvements where necessary.
Suitable complaints policy and
procedure (see 1.3.1(iii))
Procedure includes adequate recordkeeping, and assures quality
improvement.
CIPS Approved Study Centre Manual
See Section 1.1.3 for guidance on Complaints Policy
requirements.
Please include
 your procedure for dealing with complaints, if this
does not form part of the policy
 your means of keeping records of complaints and
their outcomes
 your process for ensuring that improvement
measures will follow from resolving complaints.
v3 Nov 2013
28
Leading global excellence in procurement and supply
CIPS Approved Study Centre Manual
v3 Nov 2013
29
Leading global excellence in procurement and supply
Part 3: CIPS Graded Study Centre Criteria: additional criteria for Centres of Merit &
Centres of Excellence
CIPS study centres value the opportunity to achieve ‘graded’ status because:
 grading motivates study centres, giving them something to aspire to, or something to maintain
 grading tells employers and potential learners something about the exceptional quality of provision and
performance that can be found at a the study centre.
Categories for CIPS approved study centres:
CIPS Approved Centre
for all newly approved centres, and those that continue to meet the
(AC)
‘approved centre’ criteria (see pages 5-29)
CIPS Centre of Merit
(CM)
for centres that can show standards of provision and performance that
exceed the ‘approved’ standards
CIPS Centre of
Excellence (CE)
for centres that can demonstrate exceptional performance across all
aspects of their provision
Changing your study centre grade:
 Study centres can request an upgrade if they meet the ‘approved centre’ criteria (published separately)
and the relevant additional criteria listed in this document
 Claims to each grading criterion must be supported by evidence
 Changes to grades can only be made following a study centre audit visit
 Study centre grades can go down as well as up: ie, the criteria will be used to assess maintenance of
current grade, as well as for upgrades, on an annual basis.
To qualify for ‘CIPS Centre of Merit’ a study centre must:
 continue to meet all the ‘approved centre’ criteria (published separately)
 have been a CIPS Approved Centre for at least two years
 satisfy all 10 essential criteria listed below (E)
 satisfy 5 other criteria from the list below
 have written support for the proposed upgrade from the CIPS auditor allocated to the centre.
To qualify for ‘CIPS Centre of Excellence’ a study centre must:
 continue to meet all the ‘approved centre’ criteria (published separately)
 have been a CIPS Centre of Merit for at least two years
 satisfy all 10 essential criteria listed below (E)
 satisfy 10 other criteria from the list below
 have written support for the proposed upgrade from the CIPS auditor allocated to the centre.
CIPS Approved Study Centre Manual
v3 Nov 2013
30
Leading global excellence in procurement and supply
CIPS Graded Study Centre Criteria: additional criteria for Centres of Merit & Centres of
Excellence.
Note: all study centres must also meet the criteria for CIPS Approved Centres.
Centre of Merit: E1-E10 plus 5 other criteria.
Centre of Excellence: E1-E10 plus 10 other criteria.
Guidance Notes
1. Business structure, financial stability and policies.
1.1 Evidence of strong management
E1
Budget for CIPS programmes for next 12 months
support, with appropriate resource
should be available at audit, OR other evidence of
allocation, in relation to CIPS programmes
management commitment shows that CIPS
at the Study Centre.
programmes are properly resourced.
1.2 Evidence of Study Centre’s willingness
Must be evidenced, eg in strategic/business plans –
and capacity to develop CIPS programmes
verbal assurances not sufficient.
if the opportunity/market/financial climate
allows.
1.3 Have a good reputation among
Must be evidenced.
Purchasing & Supply
companies/employers, nationally/locally.
2. Course management and administration.
Rationale: Learners would expect to be able to
access progression through all 3 levels at a graded
study centre.
Centre of Excellence:
2.1a Deliver full range of units for CIPS
programmes at L4 – L6
E2a
Centre of Merit:
2.1b Deliver Levels 4 and 5, with the
capability to deliver Level 6 if demand
warrants it.
2.2 Deliver CIPS courses at L3 – L6 or
Deliver CIPS courses at L2 to L6
2.3 Demonstrate consistent levels of
recruitment to CIPS programmes
E2b
2.4 Have at least 15 learners on
programme at each level.
CIPS Approved Study Centre Manual
E3
Centre of Excellence:
Not sufficient to claim ‘able/prepared to deliver L4L6’. Study centre must either be
 currently delivering programmes at L4 – L6, or
 have recent (last 2 years) experience of
running L4 – L6, with current teaching team
expertise to provide all 3 levels.
Centre of Merit:
 current teaching team has expertise to
provide all 3 levels.
Learners on-programme at each qualification level
up to Level 5 is consistent over time - no significant
recent decline from previous years - showing that
learners seek out this centre because of its
grading.
Note that this is higher than the requirement for
the essential criterion above. To claim this criterion
learner numbers must be at least 15 at all levels
taught.
v3 Nov 2013
31
Leading global excellence in procurement and supply
Note: all study centres must also meet the criteria for CIPS Approved Centres.
Centre of Merit: E1-E10 plus 5 other criteria.
Centre of Excellence: E1-E10 plus 10 other criteria.
Guidance Notes
2.5 Be producing consistently high
E4
Above national average at all levels taught.
achievement rates.
2.6 Evidence of high learner progression
Must be evidenced.
rates to next level, or of progress within
employment as a result of qualifications
gained.
3. Staffing and other resources.
3.1 Have a teaching team of 3 or more
‘Visiting’ tutors who teach one-off sessions cannot
be included.
3.2 Have at least one MCIPS on the
E5
Rationale: Shows commitment to profession and
teaching team as well as a range of
CPD, an exemplar to learners.
qualified procurement professionals (ie
relevant degree-level professional
qualifications)
3.3 Have other subject specialists/experts
ie not procurement specialists (see above), but
on the teaching team
with additional expertise to teach specific units
3.4 All members of the core teaching team
have recognised teaching qualifications
3.5 All members of the teaching team
E6
Planned = records show that
undertake planned Continuous Professional
 each tutor’s professional/career development
Development (CPD) relevant to their
needs have been discussed
subject area within each 12 month period.
 relevant CPD for each tutor has been agreed
and is supported by the centre
 agreed CPD has been carried out
3.6 The study centre is a CIPS Approved
E7
Rationale: Offering exams gives learners the ‘full
Examination Centre and offers examination
package’, which they would expect of a graded
provision to meet learner needs.
centre. This includes accommodating learners who
have been granted a reasonable adjustment by
CIPS.
4. Learner support / feedback
4.1 Maximum staff to learner ratio of 1:20
4.2 Members of the teaching team are
available outside of programmed class time
to provide support for learners (including
tutorial)
4.3 The Study Centre offers flexible delivery
methods where appropriate as evidence of
its commitment to equality of opportunity
and support for all entrants to CIPS
programmes.
CIPS Approved Study Centre Manual
E8
Formal tutorials and/or other support mechanisms
are included in the formal programme, and are not
scheduled during teaching time.
Link between delivery methods and
equality/diversity issues must be made.
v3 Nov 2013
32
Leading global excellence in procurement and supply
Note: all study centres must also meet the criteria for CIPS Approved Centres.
Centre of Merit: E1-E10 plus 5 other criteria.
Centre of Excellence: E1-E10 plus 10 other criteria.
Guidance Notes
4.4 The Study Centre has industry-standard
equipment and resources, including access
to an extensive library collection including
official sources and electronic journals.
4.5 The Study Centre has facilities
Facilities should be appropriate for learners who
(buildings, equipment, catering, etc) that
are likely to be professional people, probably
exemplify best practice.
studying whilst working.
4.6 The Study Centre gets consistently good
Evidenced over time, through documented systems
feedback from learners.
for gathering and analysing learner feedback
5. Quality assurance, evaluation and review
5.1 No significant action points of a
E9
Auditors will indicate any negative action points
negative nature were recorded at CIPS
that are considered to be significant. Timescales
audits in the previous 2 annual audits. All
for actions are agreed with centre contact at audit,
action points were completed within the
so should be achievable. SC should notify CIPS in
set timescales.
advance if there is a good reason why an action
point cannot be completed by the deadline.
5.2 The Study Centre has evidence of a high
Negative issues can come from a range of sources
level grade in a recognised quality
(not including CIPS audits – these are covered in
assurance system – eg Ofsted inspections 5.1), but will only be taken into account if relevant
with no significant negative issues in the
and justified.
previous 24 months arising from (a) other
Sources could include other awarding bodies’
external audits or inspections, or (b)
reports, quality inspections etc.
upheld complaints received by CIPS, that
Complaints will only be taken into account if they
would compromise:
have been upheld and relate to the quality of
delivery or administration at the centre.
 the quality of the programme
 the learner experience
 CIPS reputation
5.3 The Study Centre has evidence of
E10
Study centre must be able to show that learner
improvement resulting from results
feedback, examination results and other data (eg
analysis, learner feedback, internal or
feedback from CIPS audit reports) is regularly and
external QA review, etc.
routinely gathered and analysed, and used to
contribute to continuous improvement.
E 1-E10 = all essential for CM or CE.
CIPS Approved Study Centre Manual
5 others for CM.
10 others for CE.
v3 Nov 2013
33
Leading global excellence in procurement and supply
Part 4: Useful documents and downloads
All the documents listed below are downloadable from CIPS website:
http://www.cips.org/en-GB/Qualifications/study-centres/offercipsqualifications/
1.
Under the tab ‘UK applicants – how to apply’
Approved study centre criteria
(SCG1)
A summary of the criteria to be met by all UK approved study
centres. These criteria are also provided in this Manual (Part 2
starting on page 5) together with guidance on how to meet them.
UK centre approval application
form (Form SC1)
The application form also includes the approved centre criteria, with
space for the applicant to cross-reference to the evidence they are
providing.
Appeal against centre approval
refusal
(SCG5)
Should your application be refused by CIPS Approvals Panel, there is
an appeal process, described here.
2.
Under the tab ‘UK study centres – information and guidance’
Business Plan Guidance Notes
(SCG6)
As part of the application process, UK study centres are required to
submit a business plan that sets out the rationale for the application.
This should include details of the market need and demand for CIPS
courses, and information about the organisation’s financial stability.
The guidance notes advise you on what is required in the business
plan.
Template Management Letter
(SCG7)
A number of criteria can be met by a letter from manager at the
study centre confirming compliance. A template management letter
is available, covering the relevant items. Applicant study centres can
download the template, add their organisation’s header and
manager’s signature, and enclose it with their application to confirm
that these criteria will be complied with.
Template Malpractice and
Maladministration policy
(SCG11)
Ofqual, the regulator of qualifications in England, requires awarding
bodies to ensure that their study centres are equipped to deal with
cases of malpractice and/or maladministration. CIPS study centres
are not involved in internal assessment of qualifications, so
opportunities for malpractice are limited, however we have provided
a template policy and procedure to help you comply with this
requirement. You can adapt or adopt this policy, or produce one of
your own.
CIPS Approved Study Centre Manual
v3 Nov 2013
34
Leading global excellence in procurement and supply
Template Scheme of Work
(SCG10)
Many study centres will produce schemes of work using their own
template; some may not normally use the term ‘scheme of work’ to
describe the programme of study provided to learners. This template
shows what CIPS is looking for, and can be used by study centres who
find it helpful. Other versions of a scheme of work that show how
the topic content of a unit is programmed to fit into the time
available are equally acceptable.
Template Learner Handbook
(SCG9)
This template provides a skeleton for a learner handbook, and
includes the topics that CIPS believes are necessary to ensure that
learners have the information they need to embark on CIPS courses
at a study centre. Other versions of a learner handbook are equally
acceptable, including those that provide the information, but not
necessarily in one document.
Template approved study centre
agreement
(SCG8)
Ofqual requires awarding bodies to enter into a written agreement
with its approved study centres. The agreement must set out the
responsibilities and obligations of the awarding body and the centre.
Newly approved study centres are required to sign the agreement
before final approval is confirmed. The template allows you to see in
advance what you will be asked to sign up to.
Study centre annual report to
CIPS
(Form SC9)
Approved study centres are required to submit an annual report to
CIPS shortly before their annual audit visit takes place. The report
asks for an analysis of your results over the last 12 months, and asks
you to comment on a range of other matters that will inform the
forthcoming audit. The template report form allows you to see and
download the report in good time.
Satellite centre application form
(Form SC5)
If you wish to extend your provision to a new area, but the
management, resources and staff team remain the same, you can
apply for approval to open a ‘satellite centre’, giving details of the
new location. Once approved, the location of the satellite centre
appears on CIPS website alongside your original centre. The
application form is on the website.
Approval to deliver additional
qualifications
(Form SC14)
When you apply for study centre approval you are asked to say which
qualifications you wish to deliver, and your approval is for these
qualifications only. These qualifications are also listed on CIPS
website. Should you decide to offer additional qualifications at a
later date, you should complete this form and return it to CIPS.
Approval to become a CIPS
examination centre
(Form SC4)
Once you are established as an approved study centre, you are
encouraged to apply to become a CIPS approved examination centre,
so that you can offer examination facilities to your learners in
surroundings that are familiar and convenient for them. There are
additional security criteria to be met, which are outlined in the
application form.
CIPS Approved Study Centre Manual
v3 Nov 2013
35
Leading global excellence in procurement and supply
Contacts
Education Network Support
(for study centre queries)
enm@cips.org
Manager: Cathy Barnes
cathy.barnes@cips.org
Administrator: Liz Luck
liz.luck@cips.org
Customer Response Centre
crc@cips.org
Bookshop
bookshopinfo@cips.org
Examinations
assessment.team@cips.org
Qualifications queries
qualifications@cips.org
CIPS Approved Study Centre Manual
v3 Nov 2013
36
Leading global excellence in procurement and supply