FAQ's- Reassessment

What is the purpose of a Re-assessment Visit?

We need continued assurance that Quality Mark holders are maintaining the required standards and this is achieved by a ‘Re-accreditation Audit’. These will take place every year, approximately four weeks either side of the date the agency/LEA was originally awarded the Quality Mark.

Will there be a charge?

The cost is dependent on the number of branches or sites the agency/LEA has. We operate a sliding scale and will be visiting one branch or site in five which equates to 20%. All figures below are subject to VAT and expenses. cc

Please note that if for any reason you need to postpone a pre-arrange audit you will be liable to meet any direct costs incurred.

How long will the assessment visit take?

One day will be sufficient for each branch.

What happens next?

REC will contact you approximately 8 weeks before your award is due to expire to advise you of the forthcoming assessment. We will then arrange a suitable date for the assessment to take place and once this had been agreed you will be sent a pre-audit notification letter that will detail: -

the information that we will need in advance

the information that we will need to be made available during the audit

general administrative arrangements

a request for payment

What will the assessments involve?

The assessor has a list of pre-set criteria that will apply, and this will replicate the requirements of the QM standards. We will request sight of certain documentation in advance, so that this can be reviewed and allow the assessor to concentrate on file sampling.

File sampling is pivotal to the assessment process as this will provide evidence of adherence to the QM standards. During the sampling the assessor will need access to both your database and written records along with a list of supply teachers that have worked through your agency/LEA within the last 12 months. The assessor has a wide and varied knowledge of database applications and you can be confident that after an initial introduction to your system, they will be able to locate relevant information without continual assistance.

In the course of the process the assessor will need access to material covered by the data protection rules. When looking at records and documents that contain individuals’ personal details, they will become data controllers in their own right and will thereby carry all the same duties and responsibilities of confidentiality and purpose that the data controllers employed by the agency carry day to day. In short therefore, revealing such details does not entail a breach of the data protection legislation.

What happens once the assessment has been completed?

To arrive at an overall opinion the assessors will take into account the degree to which office systems and procedures comply with QM standards. It is likely that you will be advised on the day on whether the assessment has been successful or not.

Successful

If all standards are fully met you will be congratulated on the day. You will then receive a letter confirming the retention of the QM and the report. The report will be issued within 2-4 weeks of the assessment and will offer guidance and recommendations that will mostly describe enhancements to existing procedures or address issues of a more routine nature.

Un-successful

If for any reason there is evidence to suggest that you are not meeting key standards you will be advised of this on the day. Our report will include an action plan and you will be required to meet this within an agreed timescale. It is expected that most recommendations relating to key issues should be implemented within 2 weeks and issues of a more routine nature will be prioritised to give you an indication of the timescale within which issues should be managed. Depending on the nature of non-compliance, it is possible that a further visit will be required to ensure that agreed changes have been made.

You will be given every opportunity and assistance in achieving full compliance and during this time you will be permitted to retain the logo and present yourself as QM holders. If however you fail to respond to our report or your response suggests that you will be unable to meet the required standards, a decision will be made to either suspend or withdraw the QM completely. The decision to do this will be taken by a panel comprising of REC management and representative from the Welsh Assembly Government.

Thank you for taking the time to read this document and if you any queries please do not hesitate to contact Nigel Williams on 07919 215 735 (Mondays and Tuesdays)