Learner Registration Process
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Policy Document ETQA6 : Learner Registration & Validation Table of Contents Policy Overview ............................................................................................................................................. 2 Provider Operational Principles .................................................................................................................... 4 ETQA Operational Principles ........................................................................................................................ 9 Policy Maintenance ..................................................................................................................................... 11 Issue Date 30 October 2003 Version 3 Review Date Annually Last Review January 2012 Page 1 of 11 Created by ETQA Policy Document ETQA6 : Learner Registration & Validation Policy Overview Policy CATHSSETA will register learners and validate their existence in accordance with current legislation Policy Purpose To inform providers, CATHSSETA projects, personnel and ETQA Staff on the policy and principles of CATHSSETA learner registration and validation Legal Basis ETQA Regulations to the South African Qualifications Act, No.58 of 1995. R11227 s9(2)(I,j,k): Terminology All terminology used in this policy bears the meaning as stated in the CATHSSETA policy document: Glossary of Terms and Acronyms Policy Scope This policy document outlines the following areas of learner registration: Scope of learner registration Validation criteria for Learnerships / Projects Validation criteria for the ETQA Learner registration process CATHSSETA departmental interlinks and responsibilities in the registration process Supporting Policy Resources The following documentation is applicable to the learner registration process: 1. Learner Registration Form (Annexure A) 2. Learner Copy of ID 3. Learnership Contract, (Annexure B) or 4. Learner Agreement 5. Learner Validation Form (Annexure C) 6. Provider Validation Letter (Annexure D) Both electronic and hard copies will be accepted by the CATHSSETA administrative personnel. Continued on next page Issue Date 30 October 2003 Version 3 Review Date Annually Last Review January 2012 Page 2 of 11 Created by ETQA Policy Document ETQA6 : Learner Registration & Validation Policy Overview, Continued THETA Regulations Constituent Registration The CATHSSETA ETQA will only register learners that fall within: The primary focus of the CATHSSETA ETQA The accredited scope of an accredited provider, who has evidence of registered assessors and registered moderator for the required scope of provision as approved by the CATHSSETA ETQA Inter-seta Registration Should learners be registered for skills programmes. Learnerships and/or qualifications that include unit standards outside of the CATHSSETA scope, the onus of registration of such learners for unit standards residing with the other SETA ETQA’s will rest solely with the provider. Evidence of Learner Achievement will be required by CATHSSETA for final qualification certification purposes. Appeals & Complaints CATHSSETA reserves the right to withhold registration of a learner based on noncompliance or the lack of evidence related to: 1. Provider Accreditation/Compliance 2. Assessor registration 3. Accreditation scope 4. Insufficient information for registration purposes A provider reserves the right to lodge a formal complaint with the CATHSSETA should the registration of a learner be unduly delayed or withheld without due cause or reason. Issue Date 30 October 2003 Version 3 Review Date Annually Last Review January 2012 Page 3 of 11 Created by ETQA Policy Document ETQA6 : Learner Registration & Validation Provider Operational Principles Principles of Operation Should a learner be registered for skills programmes, learnerships and/or qualifications that include unit standards outside of the CATHSSETA scope, the onus of registration of such learners for unit standards residing with other SETA ETQA’s will rest solely with the provider. Evidence of Learner Achievement will be required by CATHSSETA for final qualification certification purposes. The onus for ensuring the CATHSSETA receives the correct information for the registration of learners lies with the provider Registration period Learners will remain on the CATHSSETA ETQA database after certification on a particular qualification, Learnership or skills programme All future registrations will be validated against current certifications to prevent duplicate registrations A learner will remain registered for the intended period of the particular qualification, Learnership or skills programme or until the provider submits a formal request for de-registration or certification of the learner. Registration Overview Process: All learner registration for CATHSSETA unit standards, skills programmes, qualifications, and/or learnerships must follow the following process of registration and validation: 1. Registration Receipt Provider on accreditation is granted access to the database 2. Learnership / Project Validation (where applicable) 3. ETQA Validation 4. Learner Registration – Provider 5. Agreement Registration – Learnership / Projects Continued on next page Issue Date 30 October 2003 Version 3 Review Date Annually Last Review January 2012 Page 4 of 11 Created by ETQA Policy Document ETQA6 : Learner Registration & Validation Provider Operational Principles, Continued Learner Registration Process The following process of Learner Registration is applicable to CATHSSETA: Process Procedure Application Process 1 Submit 1. Complete learner registration learner form and contract / registration agreement 2. Submit learner registration form and contract / agreement 3. Identify submission route to CATHSSETA 4. Learnerships and/or Project skills programmes – submit to Learnerships or Project Office (See process step 2) 5. Skills programmes, qualifications and/or unit standards – submit to ETQA Learner Support Officers (See process step 3) 2 Learnerships 6. Receive and log learner / Projects: registration forms and contracts / agreements (Continue process step 4) 3 Skills Programmes / Qualification s / Unit Standards 7. Receive and log learner registration forms (Continue process step 5) Resource Tools Who Learner Registration Form Learnership Contract, or Learner Agreement CATHS SETA Web-site Provider/ Employe r Learnership / Projects Communication Logbook ETQA Communication Logbook Learners hips / Projects Administ rator CATHS SETAET QA Learner Support Officer Continued on next page Issue Date 30 October 2003 Version 3 Review Date Annually Last Review January 2012 Page 5 of 11 Created by ETQA Policy Document ETQA6 : Learner Registration & Validation Provider Operational Principles, Continued Continued … Learner Registration Process Process Validation Process 4 Project validation Procedure Resource 8. Validate contracts against Project / Learnership Validation Criteria 9. Check Learner Registration Form for completeness 10. Document Validation Learner Validation Form 5 ETQA Validation 11. Validate learner Registration Form against ETQA Validation Criteria 12. Document Validation Learner Validation Form 6 Learner Registration 13. Capture learner data on THETA Learner Database Learner Registration Form Learner Validation Form 14. Allocate learner registration number (Projects / learnerships – see process step 7) (Skills Programmes / Qualifications / unit standards – see process step 8) Tools Who Provider / Assessor CATHSS ETAETQ A Databas e CATHSS ETAETQ A Databas e CATHSSETA ETQA Learner Support Officer Training provider Continued on next page Issue Date 30 October 2003 Version 3 Review Date Annually Last Review January 2012 Page 6 of 11 Created by ETQA Policy Document ETQA6 : Learner Registration & Validation Provider Operational Principles, Continued Continued … Learner Registration Process 7 Learnerships / Projects registration 8 Skills Programmes / Qualifications / Unit Standards Archive 9 Provider Confirmation 15. Return Learner Registration Form and Validation Form to Projects 16. Register learner validation and details on projects / Learnership database 17. Register learner on Skills Development Database (See process step 9) 18. Archive forms as per ETQA administrative procedures 19. Inform provider of learner registrations within Learnership / Project 20. Forward learner registration numbers to provider (Skills Programmes, Qualifications & Unit Standards Learner Registration Form Learner Validation Form Projects / Learnership Database Skills Developmen t Database Learner Registration Form Learner Validation Form Provider Validation Letter MIS Learnership Officer Grants Administrator Projects / Learnership Administrator Continued on next page Issue Date 30 October 2003 Version 3 Review Date Annually Last Review January 2012 Page 7 of 11 Created by ETQA Policy Document ETQA6 : Learner Registration & Validation Provider Operational Principles, Continued De-registration of a learner The provider may lodge a formal request with the CATHSSETA ETQA / Learnerships / Projects in writing to de-register a learner, provided that: A valid reason is supplied, Learner consent is evident (as per the Learnership Regulations) Learnership / Projects consent is evident, where applicable Should the learner consent for de-registration not be available, a valid motivation in this regard must be submitted and approved by the relevant Project Office or Learnerships co-ordinator A formal letter requesting the de-registration of a learner(s) must be submitted to CATHSSETA, and formal acceptance of the termination must be indicated by CATHSSETA before such a termination will be deemed valid. Issue Date 30 October 2003 Version 3 Review Date Annually Last Review January 2012 Page 8 of 11 Created by ETQA Policy Document ETQA6 : Learner Registration & Validation ETQA Operational Principles Principles of Operation Learnership & Projects Validation Criteria 1. All learner registration and validation processes must be documented within the CATHSSETA Projects, Learnerships and ETQA. 2. All learner registration and validation processes taking place within learnerships and Projects must be completed within 30 days of logged receipt by CATHSSETA 3. All learner registration and validation processes taking place outside of the projects and/or Learnerships must be completed within 30 days of logged receipt by CATHSSETA The following broad criteria will be validated by the Projects Office or Learnerships before the learner is entered into the registration process: 1. Contract / agreement completed correctly, in full 2. Learner Registration Form completed correctly, in full by training provider 3. Compliance to allocation for levies /grants 4. Learnership / Project Specific Validation Criteria, to be stipulated by the project / Learnerships The purpose of the Learnership / Project Validation is to ensure that learner registration for project / Learnership acceptance on the CATHSSETAproject / Learnership: is legally and correctly documented is approved in terms of levies and grant allocations falls within the agreed and authorized scope of the provider and project ETQA Validation Criteria The following broad criteria will be validated by the ETQA Learner Support Officers in the registration process: 1. Provider Accreditation Status and scope 2. Qualification / skills programme scope 3. Prior learner record – duplicate registrations The purpose of the ETQA Validation is to ensure that learner registration for certification purposes on CATHSSETA unit standards and skills programmes: is conducted under the auspices of an accredited provider falls within the accredited scope of the provider, is registered against recognized combinations, skills programmes, qualifications and learnerships only. Continued on next page Issue Date 30 October 2003 Version 3 Review Date Annually Last Review January 2012 Page 9 of 11 Created by ETQA Policy Document ETQA6 : Learner Registration & Validation ETQA Operational Principles, Continued Validation Results CATHSSETA ETQA, Projects and Learnerships reserve the right to: return learner registration forms to the provider should the forms not contain sufficient evidence for registration, or evidence of prior, conflicting registration exists, or request additional evidence and validations in support of the learner registration requests, and/or process the learner registration in terms of this policy. Registration period Learners will remain on the CATHSSETA ETQA database after certification on a particular qualification, Learnership or skills programme All future registrations will be validated against current certifications to prevent duplicate registrations A learner will remain registered for the intended period of the particular qualification, Learnership or skills programme or until the provider submits a formal request for de-registration or certification of the learner. Verification of learner registrations Learner registration records will be used by the CATHSSETA ETQA as a basis for external moderation / verification requests, where providers are required to submit clarification on : Length of learner registration in relation to actual programme length Incidents, trends and patterns regarding de-registration requests Incidents, trends and patterns regarding certification requests Issue Date 30 October 2003 Version 3 Review Date Annually Last Review January 2012 Page 10 of 11 Created by ETQA Policy Document ETQA6 : Learner Registration & Validation Policy Maintenance Quality Assurance NonConformance A yearly internal audit will be conducted by the ETQA Administrators, and random input for the improvement of processes will be obtained from Learnerships, Projects and key stakeholders. The nature of the internal Audit and Input will be to determine: problems encountered in the Learner Registration and Validation System of CATHSSETA, Possible improvements in system, documents, IT solutions and turn around times Performance Indicators Number of provider and learner appeals and/or complaints Number of learner deregistrations, and reasons thereof Time frames for learner registration and validation Description Annual learner Registration Status Report Policy Review An annual review will be done of the policy and position stated herein by the ETQA Manager, and recommendations will be reviewed, documented and implemented. The following actions will be regarded as a non-conformance: Provider: Submission of learner information in the incorrect format, or with insufficient information for registration. Submission of incorrect information Incorrect data capturing of the learner ETQA: Unduly withholding registration of a learner in contradiction to the time lines within this policy Not following up on incorrect data Issue Date 30 October 2003 Version 3 Review Date Annually Last Review January 2012 Page 11 of 11 Created by ETQA
