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OPITO APPROVED TRAINING PROVIDER

GUIDE TO APPROVAL
AMENDMENTS

AMENDMENT PAGES CHANGES CHECKED APPROVED


MADE BY: BY: BY:

Complete revision of document – All J. Cameron G. Clark J. Cameron


07/08/2008 – Rev 7
Removal of Staff names and replaced 7&8 I. Emslie G. Clark I. Emslie
with Staff job titles – 12/09/08 – Rev 8
Addition of paragraph stating all 17 G. Clark G. Clark I. Emslie
documentation requires to be in paper
format – Rev 9
Change of KL address and e-mail 17 G. Clark G. Clark I. Emslie
address – Rev 10 – 11/12/08
Addition of “Clearly referenced and 17 G. Clark G. Clark I. Emslie
Indexed” into last paragraph of
application form and added additional
contacts – Rev 11 – 21/07/09
Addition of paragraph re. joint 6 G. Clark G. Clark I. Emslie
approval for using consultants – Rev
12 – 10/08/09
CONTENTS PAGE

Page Number

Glossary of Terms 4

Section 1

Introduction 6

Initial Approval 6
• Desktop Review 6
• Site Audit 7
• Costs of OPITO Approval Process 7

Maintaining OPITO Approval


• Validity period 8
• Ongoing monitoring 8
• Registration of OPITO Delegates 8
• Schematic of OPITO Approval Process 9

Section 2

OPITO Approval Criteria


1. Management Systems 11 - 12
2. Physical Resources 13
3. Staff Resources 14
4. Training and Assessment 15

Section 3

Application for OPITO Approval 17

OPITO Approval Criteria – Guidance Matrix 18 - 26


GLOSSARY OF TERMS

OPITO Policy: This document forms the foundation for all systems and should provide
an outline of the organisation’s overall philosophy towards OPITO training
and assessment. This requires to be explicit, promoted, implemented
and signed by senior management.

Formally A document which identifies; the steps to be taken in order to carry out a
Documented particular process, the scope/limit of the process and the person(s)
Procedure: responsible. It should be part of a controlled system. The document may
take the form of written instructions and/or be of a flowchart type.

OPITO A document which details training and/or assessment requirements for


Standard: personnel employed in the offshore oil & gas Industry. The content of
OPITO standards is defined and agreed by employer and employee
associations. The standards are owned by the Industry and OPITO is the
custodian of them.

Customer A documented statement which indicates the standards of training,


Service assessment and service which delegates can expect from an OPITO
Statement: approved provider. The statement is normally displayed in prominent
locations and included in presentation material.

Internal Audit: An audit conducted by the OPITO approved provider in order to measure
their ongoing compliance with OPITO approval requirements.

Duty Holder: The Operator on fixed installations and the Owner on mobile installations.

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Section 1

Introduction 6

Initial Approval 6

• Desktop Review 6
• Site Audit 7
• Costs of OPITO Approval Process 7

Maintaining OPITO Approval

• Validity period 8
• Ongoing monitoring 8
• Registration of OPITO Delegates 8
• Schematic of OPITO Approval Process 9

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OPITO APPROVALS PROCESS

INTRODUCTION

The purpose of this document is to provide information and guidance on fulfilling the
requirements for the achievement of OPITO Approval. It is intended for use by
organisations coming forward for approval for the first time as well as organisations
currently in possession of OPITO approval status.

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

INITIAL APPROVAL

To obtain OPITO approval, organisations are subject to an audit process. The purpose of
this process is to verify that the organisation can consistently deliver training and/or
assessment to the relevant OPITO Standard. Applicants should note that if approval is
dependant on the use of third parties (e.g. facilities, staff etc) a joint application must be
submitted. The audit process is conducted in two stages:

Desktop Review

The first stage, carried out by OPITO, is a desktop review of the applicant’s management
system documentation and training materials.

The objectives of the desktop review are to:

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

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

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Site Audit

The second stage of the process is an audit, carried out at the applicant’s premises and
will include the observation of training and/or assessment being delivered which will be
assessed against the relevant OPITO Standard.

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

Audit Team Members may be selected from:-

• OPITO Staff
• OPITO Consultants
• Industry Representatives

The findings of the site audit will be recorded in a report, a copy of which will be given to
the applicant. The report will also contain a recommendation from the Auditor who
conducted the audit, to the Chief Executive as to whether the applicant is to be awarded
OPITO approval or not.

Costs of the OPITO Initial Approval Process

The costs associated with OPITO initial approval are:

• An initial approval fee which includes desktop review costs (providing that the
second stage audit is completed within 6 months).
• The costs incurred by the Auditor/Audit Team, namely travel expenses,
accommodation and subsistence.

Further information regarding the fee structure for the various OPITO Standards may be
obtained from the Approvals Co-Ordinator in the OPITO Aberdeen, UK office or in the
OPITO Kuala Lumpur, Malaysia office.

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MAINTAINING OPITO APPROVAL

Validity Period

Once gained, OPITO approval is valid for a period of three years and is subject to OPITO
being satisfied that compliance with the criteria under which approval was initially awarded
is being maintained.

Ongoing Monitoring

OPITO monitors compliance through review of the approved centre’s self-audit reports and
by conducting an annual onsite audit during the three-year approval period. OPITO may
also carry out unannounced visits.

Registration of OPITO Delegates

Delegates successfully completing OPITO approved training and/or assessment events


are registered by OPITO into the Vantage database. This database is Industry owned and
is used by offshore employers to track and manage the movement and transportation of
personnel to and from worksites. Employers and others can verify the training and
competence records of personnel via the Vantage system which is Internet based and
globally accessible.

Delegates attending any OPITO approved course must complete a central register form.
The registration details must be returned electronically by the training establishment to
OPITO on a weekly basis.

Further information regarding the Vantage system and the OPITO registration process
may be obtained from the Central Register Co-Ordinator in the OPITO Aberdeen, UK
office.

OPITO approved Centres are required to charge a fee to delegates attending OPITO
Approved training and/or Assessment courses, which includes registration and the costs of
the ongoing monitoring process.

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SCHEMATIC OF OPITO APPROVAL PROCESS
Actions by Applicants Action by OPITO
Request for information
or application form Advice and Assistance

Submission of
“Desk top” Audit
* Application form
and supporting material

Take actions to meet


Approval requirements
No Satisfactory?

Yes
Visit arranged
Agree visit requirements Audit team set up

Visit Audit team visits site(s)

Receive copy of report Audit Team’s


Report & Recommendation (cc applicant)

Recommendati No
on

Yes
Either;
Await OPITO Chief Executive decision Review of recommendation by Executive
or,
Take remedial actions to meet approval
criteria as appropriate
Recommendati No
on

Award accepted Yes


Delegate information to Central
Register
Approval of
application

Yes

Ongoing approval by review of Approval awarded


Training Centre/Award logged onto
centres self-audit reports and annual audit
Central Register

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Section 2

OPITO Approval Criteria


1. Management Systems 11 - 12
2. Physical Resources 13
3. Staff Resources 14
4. Training and Assessment 15

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OPITO APPROVAL CRITERIA

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

1. Management Systems

The centre has a formally documented, effective system for assuring the quality and
content of training and assessment and compliance with the OPITO approval
criteria.

Management systems are required to include the following:

1.1 An explicit policy for implementing and maintaining OPITO standards (signed by
Senior Management)

1.2 A Customer Service Statement which clearly defines the standards of service
delegates can expect from the OPITO approved centre.

1.3 Clearly defined and documented staff roles, responsibilities and authority for the
management and delivery of the OPITO approved Standard.

Formally documented procedures are required which:

1.4 Ensure the conduct of frequent internal auditing of all areas relative to the OPITO
standard and Approval Criteria e.g. Management Systems, Physical Resources,
Staff Resources, Training & Assessment.

1.5 Ensure regular review by senior management of the organisation’s delivery of


OPITO courses and compliance with OPITO approval requirements.

1.6 Support delegate complaints.

1.7 Control the maintenance, updating and backup of databases (IT and/or manual)

1.8 Ensure accurate records of candidate assessment are maintained and securely
stored.

1.9 Ensure appropriate maintenance activities for all facilities and equipment to be used
during delivery of the relevant OPITO Standard.

1.10 Ensure effective liaison and communication between all sites where OPITO training
and/or assessment is conducted.

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OPITO APPROVAL CRITERIA

1. Management Systems (Cont.)

1.11 Ensure that OPITO administrative requirements are fulfilled. These are required to
include the following:

1.11.1 Delegate registration and forwarding of delegate registration details to OPITO


on a weekly basis

1.11.2 Verification of delegate pre-requisites (where required)

1.11.3 Dispensation for expired certificates

1.11.4 Certificate issue

1.11.5 Ensure verification of delegate identity by means of government issued


photographic identification or equivalent e.g. Passport, Driving Licence, etc.

1.12 Facilitate the identification of resources required by candidates with individual


training and assessment requirements and ensure availability.

1.13 Ensure all training is conducted safely and delegate well-being is maintained at all
times.

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OPITO APPROVAL CRITERIA

2. Physical Resources

The centre can clearly demonstrate that there are adequate resources to ensure that
the training and assessment can be consistently delivered to the OPITO Standard.

2.1 Resource needs are identified in relation to the specific OPITO standard and are
available.

2.2 There are sufficient maintenance activities to ensure that all training equipment and
facilities are safe and fit for purpose. The system of maintenance must include:

2.2.1 A current and accurate inventory of all facilities and equipment used for the
delivery of OPITO approved training and/or assessment.

2.2.2 Facility and equipment maintenance plans/contingency plans (computer or


paper-based).

2.2.3 Third party certification of facilities and equipment where appropriate (e.g. for
lifting equipment etc).

2.2.4 Accurate recording of maintenance activities conducted on facilities and


equipment used in the delivery of OPITO approved training and/or
assessment.

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OPITO APPROVAL CRITERIA

3. Staff Resources

Staffing and resources are sufficient to deliver training and/or assessment that is
current, reliable and in compliance with the specific OPITO Standard.

3.1 There are sufficient staff with the appropriate qualifications and experience as
defined within the OPITO Standard.

3.2 There are formal job descriptions/specifications for all job roles involved in the
delivery and support of the OPITO Standard.

3.3 There are sufficient assessors and internal verifiers with the appropriate training
and competencies to ensure quality and objective assessment of staff and delegate
performance.

Formally documented procedures are required which:

3.4 Ensure that staff training and development needs are regularly reviewed and a
programme is put in place to meet any requirements which are identified.

3.5 Ensure that regular verification of instructor/assessor competency is undertaken.

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OPITO APPROVAL CRITERIA

4. Training and Assessment

The centre has a formally documented system to ensure that reliable training and
assessment to the required OPITO standard is maintained.

4.1 Information, advice and guidance on training and assessment is provided to


potential delegates, delegates and their representatives.

4.2 Delegates are informed of OPITO’s role within the oil & gas industry and contact
points within OPITO. This may be achieved by a prominently displayed notice and
inclusion in training materials.

4.3 There is documentary evidence to confirm that training and assessment is carried
out as specified within the relevant OPITO Standard. This documentation should
include:

4.3.1 Assessment checklists clearly referenced against the relevant OPITO


Standard.

4.3.2 Detailed lesson/exercise plans, clearly referenced against the relevant


OPITO Standard (including key learning points, assessment opportunities,
instructor/delegate ratios, resources to be used, time allocation, location of
training, staff roles etc).

4.3.3 A Timetable/Programme.

4.4 Sufficient time is made available to ensure effective administration of the


programme in line with the OPITO Standard.

Formally documented procedures are required which:

4.5 Ensure candidate assessment is conducted in alignment with OPITO Standard


requirements.

4.6 Support candidate appeals against assessment decisions relating to treatment


within the assessment process.

4.7 Ensure the consistency, quality and objectivity of assessments across all sites
where assessment is being conducted, through internal verification.

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Section 3

Application for OPITO Approval 17

OPITO Desktop Audit Approval – Guidance Matrix 18 - 26

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

The following documentation are specimens only. You will find the originals on
www.opito.com in the Document Library.

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APPLICATION FOR OPITO APPROVAL
Please complete and return to your closest OPITO office (one award per form):

OPITO, OPITO Asia Pacific Sdn Bhd


Minerva House, 10th Floor, UBN Tower
Bruntland Road, 10 Jalan P. Ramlee
Portlethen, Aberdeen, AB12 4QL 50250 Kuala Lumpur
United Kingdom. Malaysia
For attention: Gillian Clark, Approvals For attention: ZuliekaDewind, Approvals
Telephone: +44 1224 787800 Telephone: +603 2072 7350
Fax: +44 1224 787830 Fax: +603 2072 7355
E-mail: gillian.clark@opito.com Email: zulieka.dewind@opito.com

Name of Centre: …………………………………………………………………………………………………………..……


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

Address of Centre: …………………………………………………………………………………………………..……………

……………………………………………………………………………………..…………………………

Telephone Number: …………………………………. E-mail Address: …………………….…………………………………

*I/We apply for approval by OPITO as an Approved Training & Assessment Centre for the delivery of:

Title…………………………………………………….…………………………………………………………………………….

*I/We currently hold OPITO Approval for the delivery of the following OPITO Standards:

Title(s)………………………………………………… …………………….………………………………………………………

………………………………………………………………………………………………………..………………………………
(Please complete if applicable)

*I/We understand the cost of the initial inspection will be submitted to us on receipt of this application

Note: Costs incurred for the desk top review of applications not progressing to approval within a six-month period will be
invoiced accordingly. Further audit if required, will be subject to a separate quotation.

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

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


(holding responsibility for BWEA Approval)

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


(for operational business)

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


(for financial business)

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

FOR OFFICE USE ONLY:

Reviewed by: ………………………………………………………………………………. Date: …………………………..

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OPITO DESKTOP AUDIT APPROVAL - GUIDANCE MATRIX

The purpose of this document is to enable the applicant to map their evidence of compliance against the
OPITO approval requirements. Items required to be submitted for desktop review are identified in bold
text. Applicants who currently hold OPITO Approval status do not require to submit evidence for those
sections marked with an asterisk (*), unless new systems/procedures have been devised in support of this
application. If so, these should be included in the submission for Desktop Audit Review.

To Be Completed By Applicant

Applicant:

Contact Point:

Scope of Application (Title of OPITO Standard):

Applicant currently holds OPITO Approval for the delivery of the following OPITO Standards: (complete if applicable)

Title(s) …………………………………………………………………………………………………………………………………………

……………………………………………………………………………………………………………………………………………………

For Office Use Only

Date Received by OPITO:

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OPITO DESKTOP AUDIT APPROVAL - GUIDANCE MATRIX
OPITO Requirement Explanation/Examples Evidence Of Compliance

1.Management Systems

Management Systems are required to include the following:

1.1 An explicit policy for implementing This document should reflect the
and maintaining OPITO Standards organisation’s overall philosophy
(signed by Senior Management).* towards complying with OPITO’s
training and assessment
requirements. It should be explicit to
OPITO approval and be signed by
senior management.
1.2 A Customer Service Statement which This statement should be brought to
clearly defines the standards of service the attention of delegates by
which delegates can expect from the inclusion in course materials and/or
OPITO approved centre.* being displayed in training areas.
A pro forma statement is available
from OPITO.

1.3 Clearly defined and documented staff This may be illustrated in:
roles, responsibilities and authority for the Organisation Charts
management and delivery of the OPITO Job
approved standard. descriptions/Specifications
Procedures
Work Instructions, etc.

Formally documented procedures are required which:

1.4 Ensure the conduct of frequent This procedure should be specific to


internal auditing of all areas relative auditing of OPITO approval
to the OPITO Standard and Approval requirements. Management systems,
Criteria.* staff and physical resources must all

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OPITO Requirement Explanation/Examples Evidence Of Compliance
be subject to self audit in addition to
actual delivery of training and/or
assessment.
1.Management Systems (continued)
1.5 Ensure regular review by Senior This procedure should show the
Management of the organisation’s process for Management review of
delivery of OPITO courses and OPITO OPITO performance via
approval requirements. * internal/external audit findings,
customer/delegate feedback,
assessment results, accident
statistics, complaints, appeals etc.
1.6 Support delegate complaints.* A documented procedure which
shows all steps in dealing with
delegate complaints, the person(s)
responsible, how delegates are made
aware of the procedure, what records
are kept etc.
1.7 Control the maintenance, updating This may be a single procedure which
and back-up of databases (IT and/or identifies relevant databases or
manual).* controls may be included in other
procedures e.g. maintenance,
administration etc.
1.8 Ensure accurate records of candidate The procedure requires to indicate
assessment are maintained and how is this undertaken, how and
securely stored.* where the records are stored, who is
responsible for maintaining the
records, what security provisions are
in place, etc. This information may be
included in the general assessment
procedure(s).
1.9 Ensure appropriate maintenance A documented procedure which
activities for all facilities and shows that a system is in place for
equipment to be used during delivery planned and unplanned maintenance
of the OPITO Standard.* of facilities and equipment.
1.10Ensure effective liaison and Applies only to centres having

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OPITO Requirement Explanation/Examples Evidence Of Compliance
communication between all sites remote sites where training is
where training and/or assessment is conducted e.g. TEMPSC / fireground
conducted.* areas etc. Procedures are required to
demonstrate that systems
accommodate these. E.g.
administration, maintenance,
document control procedures etc.
1.Management Systems (continued)
1.11Ensure that OPITO administrative The administration process from
requirements are fulfilled.* booking through to certification
requires to be documented. This
must include:
- delegate registration and
forwarding of delegate
registration details to OPITO
on a weekly basis
- verification of delegate pre-
requisites (where required)
- dispensation for expired
certificates
- certificate issue
- verification of delegate
identity by means of
government issued
photographic identification or
equivalent e.g. Passport,
Driving Licence, etc.
OPITO will assist in putting an
electronic registration system in
place.
1.12Facilitate the identification of Examples of individual training and
resources required by candidates assessment requirements include:
with individual training and - English not first language
assessment requirements and ensure - Literacy
availability.* - Religious considerations

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OPITO Requirement Explanation/Examples Evidence Of Compliance
- Disability
1.13Ensure all training is conducted Evidence may be provided from a
safely and delegate well-being is variety of sources, eg:
maintained at all times.* - Safety Procedures
- Emergency Procedures
- Risk Assessments
- Transport Procedures
Medical Screening Procedures,
etc

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OPITO Requirement Explanation/Examples Evidence Of Compliance
2.Physical Resources
2.1 Resource needs are identified in relation to The resource needs are identified in
the specific OPITO Standard and are the relevant OPITO Standard.
available. Evidence of compliance with this
criterion should be in the form of an
accurate inventory of all
facilities, equipment and
personal protective equipment to
be used for the delivery of the
OPITO Standard. The actual
numbers/quantities available
require to be listed

2.2 There are sufficient maintenance activities Evidence may be procured via:
to ensure that all training equipment and - Equipment/facilities checklists
facilities are safe and fit for purpose. - Equipment maintenance
plans/ schedules
- Contingency plans are also
Please note that Sections 2.2.1, 2.2.2, 2.2.3 and required in the event of
2.2.4 can be audited during initial and ongoing equipment breakdown/failure
monitoring audits

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OPITO Requirement Explanation/Examples Evidence Of Compliance
3.Staff Resources
3.1 There are sufficient staff with the The relevant section of the OPITO
appropriate qualifications and experience Standard clearly indicates the
as defined within the OPITO Standard. required skills, experience and
qualifications for training delivery
and competency assessment.
Evidence of compliance may be in
the form of CVs/Résumés, copies
of certificates, staff training and
competency records etc which
demonstrate compliance with OPITO
requirements.

3.2 There are formal job Job descriptions for all job roles
descriptions/specifications for all job roles specific to the delivery and
involved in the delivery and support of the support of OPITO Standards e.g.
OPITO Standard. instructors, assessors, support
staff, administrative staff,
maintenance staff, etc.

3.3 There are sufficient assessors and internal As for 3.1


verifiers with the appropriate training and
competencies to ensure quality and
objective assessments.

Formally documented procedures are required which:

3.4 Ensure that staff training and This criterion relates to all staff
development needs are regularly involved in the training and/or
reviewed and a programme is put in assessment of OPITO Standards i.e.
place to meet any requirements which full-time, part-time, sub-contracted,
are identified.* etc.

3.5 Ensure that regular verification of This may be a “stand alone”

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OPITO Requirement Explanation/Examples Evidence Of Compliance
instructor/assessor competency is procedure or be part of the training
undertaken.* & development process/procedure.
4.Training & Assessment
4.1 Information, advice and guidance on This process would normally be
training and assessment is provided to included in administrative
potential delegates, delegates and their procedures. Additional
representatives. documentation may include:
- Course Joining
Instructions
- Course Information sent
to delegates/delegates’
representatives
- Appeals/Complaints
procedure
4.2 Delegates are informed of OPITO’s role This may be achieved by a
within the oil & gas industry and contact prominently displayed notice and/or
points within OPITO. inclusion in training materials.
A suitable notice is available from
OPITO.
4.3 There is documentary evidence to confirm The documents listed i.e.
that training and assessment is carried out assessment checklists, lesson
as specified within the relevant OPITO plans & timetable should be
Standard/Training Programme. sufficiently detailed to ensure that
training and assessment can be
consistently and reliably delivered.
The documents must reflect the
requirements of the OPITO standard
and be clearly referenced against it.
4.4 Sufficient time is made available to ensure Examples of documentation which
effective administration of the programme should reflect the optimum time
in line with the OPITO Standard. allocations set out in the OPITO
Standards may include:
- Course
Timetable/Programme
- Lesson Plans

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OPITO Requirement Explanation/Examples Evidence Of Compliance

Formally documented procedures are required which:


4.5 Ensure candidate assessment is A documented procedure which
conducted in alignment with OPITO outlines all steps of the candidate
Standard requirements.* assessment process. This may be
combined with the appeals
procedure (4.6).

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OPITO Requirement Explanation/Examples Evidence Of Compliance
4.Training & Assessment (continued)
4.6 Support candidate appeals against A documented procedure which
assessment decisions relating to outlines the process involved in a
treatment within the assessment candidate appealing against an
process.* assessment decision. This is a
separate issue from a delegate who
wishes to complain about service
etc.
4.7 Ensure consistency, quality and A documented procedure which
objectivity of assessments across all outlines: all steps required for
sites where assessment is being internal verification of the
conducted, through internal assessment process. This may
verification* include:
- IV meetings with Assessors
where support and advice to
assessors is provided
- Sampling of assessment
evidence to verify assessor’s
decisions and assessment
- Record keeping

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In addition to the above, OPITO will require the following information which relates to the specific OPITO-Approved
Standard that your organisation wishes to deliver:

OPITO Requirement Explanation/Examples Evidence Of Compliance


5. Additional Requirements
5.1 Lists of equipment and training aids This would include photographs of
specific to the OPITO Standard to be all equipment and personal
delivered. protective equipment, plus details
of quantities available.
5.2 Details of Videos/CDs/DVDs etc. and Details of any & all media and
reference documents, if applicable, reference documentation used
which will be utilised during course during the delivery of the course
delivery.

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